Havre Job Service Employers' Committee                                        Employer Resource Guide                            

Developing Employee Handbooks

 Getting Started . . . . . . .  

What is the easiest way to encourage employees to follow company policies? What is the easiest way to assist supervisors in enforcing company policies? Have a clearly written employee handbook outlining your company's major policies!

Having clearly written policies that are shared with your employees will help them understand and follow them. It gives supervisors a tool to use when dealing with employee problems. Furthermore, it may be of assistance to you in dealing with disciplinary problems and issues of discharge.

Getting started is often the most difficult step in the development of an employee handbook. There are a lot of different approaches an employer can take. Consultants can develop a handbook for a fee; computer software can assist you; you can ask a group of employees to draft a handbook for your company's approval; you can sit down and write it yourself.

Whatever method you prefer, it still starts with you, the employer. What are your company policies? No doubt you have them - from what time your employees are to start work to proper use of the telephone. Now is the time to put them to paper.

This pages contains a general list, and brief description, of the kinds of policies your employee handbook may contain. It is not intended to be all-inclusive - just ideas to get you started. It really is easier than you think!

HELPFUL HINTS

Ø      Include a signature page for employees to acknowledge that they have seen the policies, understand them and have had the opportunity to ask questions. Retain the page in a personnel file. Revisions or additions should contain the same acknowledgement.  

Ø      Be sure to consult applicable bargaining agreements to ensure company policies do not conflict.  

Ø      Ask your business friends if you can see and use parts of their employee handbook to help you get started.  

Ø      Be sure your policies do not violate existing employment laws. If you are not sure, check them out before incorporating them into an employee handbook.

Ø      If you can, consult your company's attorney before finalizing an employee handbook. He/she can review policies to ensure they do not violate any existing employment related laws.  

Ø      Whenever possible, word your policies in a positive tone - describe the behavior you do want.  

Ø      Your employee handbook does not need to be bound or be professionally printed. It can be copied on regular size paper. It is what's inside that counts!  

Ø      Apply company policies consistently! Be very clear under which circumstances exceptions (if any) apply.  

Ø      Get employee input when developing policies. Employees who are part of the process are more likely to understand and comply with company policies.  

Ø      Meet with employees, individually or in a group, to explain policies and ask for clarifying questions. Encourage supervisors to review policies with employees on a periodic basis.

EMPLOYEE HANDBOOK TOPICS

Many employee handbooks contain introductory remarks from the owner or manager of the business. Introductions may also contain the company's mission or philosophy, priorities, organizational charts, history, statements as to the value of their employees, etc.

The following is an alphabetical list of possible topics to consider including in your employee handbook. The list is not intended to be all-inclusive.

ABSENCES FROM THE WORKPLACE - description of leave allowed, how accrued or earned and use; sick leave, vacation time, military leave [be sure to consult applicable federal and state laws], jury/witness duty, leave without pay and Family Medical Act Leave (FMLA). Usually will describe conditions under which each can be used and approval/notice requirements.

AMERICANS WITH DISABILITY ACT/REASONABLE ACCOMMODATION - usually a statement of the employer's compliance with the Americans with Disabilities Act (ADA). Will also contain the employer's process for employees to request reasonable accommodation.

AFFIRMATIVE ACTION/EEO - generally a statement of equal employment opportunities and how the employer handles affirmative action.

ALCOHOL/DRUGS - policies regarding the use of alcohol and/or drugs in the workplace. Also, if allowed, conditions under which drug testing will be performed. [Note: Montana law is very specific as to when drug testing can be required.]

ATTENDANCE - outlines the company policy on attendance and notification procedures for tardiness or absence.

BREAKS AND LUNCH PERIODS - describes company policies regarding lunch periods and rest breaks, whether paid or not, time allowed and where they may be taken.

BUSINESS TRAVEL AND REIMBURSEMENTS - company policies governing travel on behalf of the company, what reimbursements will be allowed and how claimed. 

CONFIDENTIALITY - usually a general statement as to the confidentiality of business operations, if applicable, as well as confidentiality policies governing release of personnel information.

DISCIPLINE - outlines the company policy on discipline handling, usually fairly specific regarding warnings, time frames, conditions for dismissal, etc. If have bargaining unit employees (union), should conform to bargaining contract language for employees affected and describe the differences for non-bargaining unit employees, if applicable.

DRESS CODE - generally describes company requirements for workplace attire.

EDUCATION AND TRAINING - usually describes what education and training benefits or activities are allowed or required. Will also describe who pays and under what condition.

EMPLOYEE BENEFITS - describes benefits paid by employer on behalf of employees. Will also describe any required employee contributions.

EMPLOYEE CATEGORIES - usually defines the different employment categories of the employer's business - temporary, part-time, full-time, exempt, non-exempt, etc. [Remember: the federal Fair Labor Standards Act is very specific regarding who may be considered an exempt employee.]

FOOD/DRINK IN WORK AREAS - outlines any policies governing employees having food or drink in their work areas.

GRIEVANCE PROCEDURES - fairly detailed description of how employees can file a grievance; will usually contain time frames and appeal process, as well. If have bargaining agreement, should agree with those terms and provisions; should also contain grievance procedure for non-bargaining unit employees, if different.

HIRING AND PROMOTIONS - usually describes how recruitment and selection will be performed by filling vacancies. May contain policy on whether positions will be filled internally from existing employees and how promotions will be handled.

HOLIDAYS - generally describes which holidays, if any, are paid by the employer.

HOUSEKEEPING - describes any company policies on housekeeping and neatness requirements for work areas.

LAYOFFS/REDUCTIONS IN FORCE - identifies the company policy on how layoffs will be determined and recall rights, if appropriate. [Note: consult any applicable bargaining unit contracts or agreements to ensure company policy does not conflict]

OFFICE SECURITY - usually describes procedures for securing buildings, who may have keys, etc.

OUTSIDE EMPLOYMENT - describes the company policy on outside employment (moonlighting). Usually does not prohibit unless conflicts with working hours/shifts or is for a competitor.

OVERTIME/COMPENSATORY TIME - describes conditions under which overtime and/or compensatory time will be reimbursed. Usually contains language that overtime/compensatory time must be requested and approved in advance. [Note: the federal Fair Labor Standards Act must be referenced to determine whether overtime compensation is required.]

PARKING - usually describes any company policies on parking for employees - location, whether paid for by employer, etc.

PAY PERIODS - describes frequency of compensation.

PAY PLAN - a general to very specific policy on how employees will be compensated and at what rate. Should describe differences, if any, for hourly and salaried employees.

PERFORMANCE APPRAISALS/REVIEWS - generally describes how performance will be measured, appraised, how frequently and by whom.

PERSONNEL RECORDS - usually describes what they contain, where kept, if open to the employee and under what conditions.

POLITICAL ACTIVITIES - describes any legal restrictions that apply (e.g., Hatch Act).

PROBATIONARY PERIODS - describes if your company has a probationary or trial period for new employees and, if so, how long that is and how it will be handled.

PROFESSIONAL CONDUCT - usually describes behavior expected toward customers, supervisors and coworkers (e.g., courtesy, politeness, etc.).

RAISES - describes the employer's policy regarding pay raises. Usually will contain statements as to how and when they will apply.

SAFETY AND EMERGENCY PROCEDURES - describes safety procedures to be followed on the employer premises or with business equipment and procedures to follow during emergencies. Will usually describe how to report workplace accidents. May also describe employer safety committee responsibilities. [Reference the Montana Safety Culture Act and OSHA for applicable safety requirements in the workplace.]

SEXUAL HARASSMENT - usually a statement prohibiting sexual harassment in the workplace.

SMOKING IN THE WORKPLACE - describes any policies restricting smoking in the workplace.

TELEPHONES - usually describes the company policy on use of the telephone and under what conditions personal calls may be made/received.

TOOLS - describes if required by the job, who pays for and return policies, if any.

UNIFORMS - if required, describes specifically what will be worn, cleaning standards, who will pay for and whether they are to be returned upon termination of employment.

USE OF BUSINESS EQUIPMENT - generally describes how office equipment/vehicles will be used, whether can be used for personal use, what ramifications if damaged, etc.

WORKING HOURS – usually defines the company’s workweek (e.g., Monday through Sunday, Saturday through Friday, etc.) also may contain language regarding shift work, if applicable, and if flexible work schedules are allowed and under what conditions.

Note: You may want to include a statement that, as the employer, you may change, cancel or amend policies and will notify your employees of those changes.

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Last modified: January 30, 2008                                                                             Web Hosting Donated by Montana In Touch www.mtintouch.net