Policies

Sample Policy & Procedure Manual

These policies have been developed to help employers in the preparation of employee handbooks. They may be used to develop an entire handbook, to create individual policies, or to update existing policies. They have been developed to comply with the majority of state law provisions. However, their application in individual states and to individual employers should be reviewed by experienced employment law counsel. The policies include commentary (in red) on what you should consider including in your policies as well as practical advice and suggestions. 

How to Use These Policies

Foreword

• Foreword

I Introduction

• The Organization
• Mission Statement

II    General Information 

• Employment at Will
• Open Communication
• Equal Employment
• Harassment and/or Discrimination
• Nonfraternization
• Drug-Free Workplace and Substance Abuse
• Drug-Free Workplace and Substance Abuse - Motor Carrier
• Tobacco Use
• Weapons
• Violence in the Workplace
• Search
• Confidential and Proprietary Information
• Ethics and Conflicts of Interest
• Solicitation
• Bulletin Boards
• Antitrust
• Visitors
• Contact with the News Media
• Lockers
• Parking
• Respectful Workplace
• English Language
• Personal Conduct - Stalking
• Arbitration

III    Employment

• Authorization to Hire
• Preemployment Drug Screens
• Background Checks
• Employment Contracts
• Employment Agency/Search Fees
• Temporary Agency Bids
• Employment Eligibility Documents
• Identification Badges and Building Access
• New Employee Orientation
• Hours of Work
• Attendance and Punctuality
• Introductory Period
• Flex-Time
• Telecommuting
• Job Sharing
• Employment Records
• Personal Appearance
• Scent in the Workplace
• Job Descriptions
• Performance Review
• Suggestions
• Posting of Available Positions
• Transfers / Promotions
• Reductions in Force
• Employment of Relatives
• Employment Applications
• Inclement Weather
• Other Employment
• Use of Company Premises
• Use of Company Property and Materials
• E-mail and Voice Mail
• Use of Telephones and Cell Phones
• Use of Computers and the Internet
• Social Media
• Use of Company Vehicles
• Travel and Business Entertainment
• Membership in Professional and Civic Organizations
• Telephone Monitoring
• Personal Property
• Personal Conduct
• Corrective Action
• Leaving the Organization
• References
• Reinstatement After Break in Service
• Interns
• Tools and/or Supplies
• Required Training

IV    Compensation

• Wage and Salary Administration
• Employee Classification
• Payday
• Direct Deposit
• Time Reporting
• Overtime
• Compensatory Compensation for Exempt Employees
• Shift Differential
• Call Time
• Signing Bonuses
• Referral Bonuses
• Relocation Expenses
• Incentive Awards
• Payroll Advances / Loans

V    Benefits

• Vacation
• Holidays
• Sick Leave
• Personal Leave Time
• Paid Time Off
• PTO Bank Program
• PTO Transfer Program
• Life-Threatening, Contagious, and/or Debilitating Illness
• Pandemics and H1N1 Influenza
• Family and Medical Leave
• Military/Reserve Leave
• Bereavement Leave
• Jury Duty/Witness Service
• Time Off to Vote
• Personal Leave of Absence
• Eligibility for Benefits
• Health and Welfare Benefits
• Domestic Partner Benefits
• 401(k) Retirement Savings Plan
• Retirement Plan
• Employee Recognition Programs
• Employee Assistance Program
• Tuition Reimbursement
• MBA Program
• Adoption Assistance
• Employee Activities
• Service Awards
• Continuation of Health Plan Coverages

VI    Safety

• Injury / Illness on the Job
• Workers' Compensation
• Temporary Modified Duty
• Blood and Bodily Fluids Exposure
• Licensed Equipment Operators
• Security and Loss Prevention
• Hazardous Materials Communication

VII    Other

• Statutory Conflicts
• Policy Changes

How to Use These Policies

Many of the policies in this section were written by Margaret Morford, an attorney and president of the national consulting firm The HR Edge, Inc.  Margaret's comments all appear in red so that you know what needs to be deleted before you copy and paste a policy into your own manual. Those things that appear in brackets will require you to fill in some sort of information, such as the name of your organization or the title of a designated person. Also the generic term "organization" is used in the policies to describe whatever entity your employer is. It sometimes makes the wording a bit stilted so you are encouraged to substitute "company," "business," "agency," or "government" if you believe that better fits your needs.