Every company, no matter its size, should have an employee
handbook that provides a summary of company practices and spells
out employee rights and responsibilities. This is an important tool
for a company and its employees, because it provides a one-stop
place for employees to reference, helps ensure employees are
treated fairly, minimizes conflicts and sets up defenses in case
the company is audited or an employee sues.
WORKFORCE CENTRAL FLORIDA (WCF) offers these
solutions to creating an employee handbook:
If your rules are unwritten, write them
down. Gather all information on existing policies, and
write them in a simple, concise, straightforward
manner. Avoid misstatements, as these can lead to legal
liabilities.
Start with the company background. In
the first few pages of your handbook, provide a brief welcome and
your company’s history, vision and mission to serve as a handy
reference for all new employees and a reminder for existing
employees. Also, include a company organization
chart.
Explain all employment classifications and
definitions. Clarify the difference between full-time,
part-time, temporary and grant-funded employees, as well as
independent contractors, exempt and non-exempt
employees. Avoid describing employees as “permanent,” because
this could lead to legal issues if the employee is
terminated.
Identify information necessary for
new-hires. Although not all handbook recipients will be
new-hires, clearly explain your guidelines for employee orientation
and the probationary period.
Illustrate all policies, rules and
regulations. These will vary from company to company , and
although this is not an exhaustive list, here are some policies and
regulations to consider: equal opportunity; sexual harassment;
safety; privacy; disability accommodations; disciplinary;
payroll; hiring; personal conduct; conflict of interest;
substance abuse; hours, attendance and absenteeism; performance
appraisals; pay periods; breaks; overtime; outside employment;
terminations; rehiring; exit interviews; employer-owned items;
business gifts; electronic communications; solicitation; parking;
security; smoking; dress; and, media.
Describe how an employee can raise issues of
concern. If an employee has a grievance, a safety issue, a
suggestion for improvement, or a harassment or discrimination
complaint, describe the method an employee would take to voice his
or her concern.
List and describe all company benefits. Topics
include but are not limited to health insurance, life insurance,
employee assistance program, COBRA, retirement plans, disability,
worker’s compensation, tuition reimbursement, staff training,
expense reimbursement, vacation, sick days, holidays, unpaid leave,
sabbaticals, military leave and Family and Medical leave.
Include a disclaimer. Specify that the handbook is
not a contract of employment. Without this disclaimer, a
terminated employee may sue your company for breach of
contract.
Consult with a lawyer. Although you want to avoid
a handbook written in legalese, it is important to have the final
copy reviewed by an attorney who is an expert in employment
law.
Distribute to every employee. As a new handbook is
created, it is important to hand out a copy to each member of your
staff, not just new employees. Ask each employee to sign a
statement that says that he or she has read it.
Update the manual. Employment policies are
constantly changing and evolving, so it is important to update the
manual on a yearly basis.
A properly written employee handbook sets the parameters for
the workplace. With one in place, it will reduce employee
questions, so they can focus on their top priority, getting their
work done.
