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

• Mission Statement
• The Organization

II    General Information 

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

III    Employment

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

IV    Compensation

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

V    Benefits

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

VI    Safety

• Injury / Illness on the Job
• Security and Loss Prevention
• Temporary Modified Duty
• Workers' Compensation

VII    Other

• Policy Changes
• Statutory Conflicts

How to Use These Policies

The author's notes provide you with information about each policy.  The 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. Items 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 the employing entity. 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.