SAMPLE POLICY FROM EMPLOYEE HANDBOOK INCLUDES AN EXAMPLE AND LIST

OF TOPICS AND FORMS

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Sample for the Employee Handbook

Section 2:

Employment

Section 2:
Employment
2.0

Personnel Administration

The Company has established a Human Resources (HR) Manager or

point-of-contact, which is responsible for personnel administration.
Questions regarding your employment and this Employee Handbook
should be addressed to the Manager of Human Resources.

2.1

Personnel Records

The Company should maintain a personnel file on each employee. An

employee's personnel record begins with their completed employment
application form and resume. From time to time information may be
added to this personnel record regarding an individual's employment
status with the company. Personnel records are the property of the
Company and should be treated the same as any other confidential
company information.

Thefollowingprovisionsapplywithrespecttothecompany'sstandards
forestablishing,maintainingandhandlingemployeepersonnelrecords:

SAMPLE POLICY FROM EMPLOYEE HANDBOOK INCLUDES AN EXAMPLE AND LIST

OF TOPICS AND FORMS

All official records concerning an employee should be kept

up to date and all employees shall promptly report all
pertinent personal information and data changes to the
HR Manager.

Employees should be permitted to review their personnel

records at reasonable times and in accordance with state
and local laws.

The personnel file of an employee terminating

employment should be maintained for a minimum of (five)
5 years.

2.1.1 Contents of Personnel Files

Employee personnel records should include the following (but may be
filed separately):

Original Employment Application.

I-9 Form (filed separately).

Performance Appraisal Reports.

Disciplinary action.

Special commendations.

Education achievement.

Status changes affecting employee's work and salary

history.

Employee's resume.

Other relevant documents as determined by

management.

2.1.2 Employee Information

Employees are asked to help keep the company informed about any
major change, which may affect their employment status. Important
changes to report include:

Name.

Address.

Home telephone number.

Marital status.

Number of dependents.

Any important health information.

Emergency telephone numbers and whom to notify in

case of emergency.

Change of beneficiary.

SAMPLE POLICY FROM EMPLOYEE HANDBOOK INCLUDES AN EXAMPLE AND LIST

OF TOPICS AND FORMS

Authorized payroll deductions.

Additional education and special training courses.

2.1.3 Employee's Request for Review of Personnel

Records
The following provisions apply with respect to an employee's request to
review their personnel record:

The HR Manager should have the responsibility of coordinating

the review of an employee's personnel record with the employee's
immediate supervisor.

A member of HR Department must be present while the

employee reviews their personnel file.

The employee may take notes, but may not remove,

photocopy, deface or otherwise make notations on the
documents in their personnel file unless authorized by
state or local law.

2.1.4 Management Review of Personnel Files

Allinformationinemployeepersonnelfilesisconsideredconfidential.
ThisinformationshouldonlybeavailabletotheHRDepartment,senior
managementpersonnel,supervisorsormanagerswhoareresponsiblefor
theemployee,andtheemployee.
The supervisor of the department to which an employee may be
transferred should be allowed to review the employee's file with the
approval of the HR Manager and the employee's immediate supervisor.
Violation of this policy is considered a very serious offense.

2.2

Service

Management shall make every effort to accommodate employees

during their transition into or out of service with The Company.

2.2.1 Employee Categories

Company policies apply to all categories of employees. Employees are
divided into the following categories for the purpose of compensation
and benefits.
Full-Time: Employees hired full time (40 hours a week) on a full
workweek basis are considered full-time employees for compensation
and benefit purposes.
Part-Time: Employees whose work schedule is less than full time (less
than 40 hours a week) on a full work week basis are part-time
employees for all compensation and benefit purposes.
Temporary: Employees hired as temporary replacement for full-time or
part-time employees, or for short periods of employment such as
summer month, peak periods and vacations are considered temporary

SAMPLE POLICY FROM EMPLOYEE HANDBOOK INCLUDES AN EXAMPLE AND LIST

OF TOPICS AND FORMS

employees. Temporary employees are not eligible for benefits

regardless of the number of hours or weeks worked.
.2.2

Job Posting Procedures

Allemployeesshouldbenotifiedofavailableinternalpositionsvia
postingonthecompanybulletinboard.Positionsarenormallypostedfor
aperiodoftwo(2)weeks.Theapplicablecontactpersonshouldbe
includedonthepostingnotice.Interestedqualifiedemployeesshould
forwardaletterofapplicationandcurrentresumetothecontactpersonor
HumanResourcesDepartment.
2.2.3 Employment of Relatives
The company discourages the employment of close relatives.
However, under certain conditions, management may waive this policy
in favor of employing close relatives within the same payroll area.
Close relatives are defined as: spouse, mother, father, son, daughter,
brother, sister, grandparent or in-laws.
Family members should not be allowed to directly supervise another
family member. Employees that enter into a personal relationship,
non-work related, should not be allowed to supervise the other and
may have to be transferred.

2.2.4 Employment of Minors

The company should fully comply with the Child Labor provisions of the
Fair Labor Standards Act and applicable state statutes, which govern
the employment of minors.

2.2.5 Promotions
Promotions within the company should be based on such factors as
quality of work, prior job performance, experience, educational
background, attendance, safety record and the ability to work well with
others.
Our company policy is to promote from within when we have personnel
fully qualified to perform the duties of the position.

2.2.6 Transfer of Employees

Transfer of employees for the company's convenience may be made to
meet company requirements. Requests for transfer by employees should
be made in writing and given to HR management for consideration before
interviewing with a Hiring Manager for another position.
Employees should discuss their desire to transfer with their current
supervisor; however, this is not a requirement. The Hiring Manager
should contact the employee's current supervisor only after receiving the
employees written consent. A Transfer may be made if management
determines it is in the best interest of the company and the employee.

SAMPLE POLICY FROM EMPLOYEE HANDBOOK INCLUDES AN EXAMPLE AND LIST

OF TOPICS AND FORMS

The company provides a relocation program for its employees if they

are requested to transfer within the company. The program is
designed to offset expenses associated with the move. However, it's
not intended to compensate for losses due to fluctuating market
conditions, home improvements and so on.

Employees that wish to transfer or apply to an open position should be

given first consideration. However, the timing of any transfer should be
planned so that ongoing commitments are not jeopardized. Employees
interested in transfer opportunities should contact the HR Manager
114 Prewritten Policy Statements
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The Company Philosophy

The Company Mission
Equal Employment Opportunity Policy and
Affirmative Action Plan
Employment-At-Will
Sexual Harassment
Safety Rules
Hazardous Wastes
Reporting Injuries and Accidents
Drug Free Workplace
Prohibitions
Drug Awareness Program
Disciplinary Actions
Personnel Administration
HR Personnel Records
Contents of Personnel Files
Employee Information
Employee's Request for Review of
Personnel Records
Management Review of Personnel Files
Employee Categories
Job Posting Procedures
Employment of Relatives
Employment of Minors
Promotions
Transfer of Employees
Separation of Employment
Work force Reductions
Probationary Period
Extra Income
Process Improvement
Employee-Management Forums
Employee Suggestion Program
Benefit Eligibility
Payroll Information
Time Records
Pay Periods
Salary Compensation for Partial Pay Period
Pay Rate Schedule Hourly Paid
Employees
Payroll Deductions
Overtime

58. Insurance
59. Hospitalization and Medical Insurance
60. Continuation of Group Health Insurance
(COBRA)
61. Life Insurance
62. Long Term Disability Insurance
63. Social Security
64. Workers' Compensation
65. Unemployment Compensation
66. Savings Plan 401 (K)
67. Break Room
68. Employee Discounts
69. Educational Assistance
70. Work Schedules
71. Working Hours
72. Salary Employees
73. Hourly Employees
74. Clean Work-Place
75. Legal & Ethical Conduct
76. Ethical Standards
77. Conflicts of Interest
78. Personal Conduct
79. Confidentiality
80. Bribes, Kickbacks and Illegal Payments
81. Patents and Copyrights
82. Misconduct
83. Serious Misconduct
84. Very Serious Misconduct
85. Inexcusable Misconduct
86. Misconduct Investigations
87. Transportation & Travel
88. Company Owned Vehicles
89. Personal Vehicles
90. Living Expense Allowance
91. Other Travel Expenses
92. Expense Records
93. Travel Advances
94. Expense Reimbursement Third Party
95. Expense Policies Violations
96. Company Credit Cards
97. Personal Appearance
98. Business Attire

SAMPLE POLICY FROM EMPLOYEE HANDBOOK INCLUDES AN EXAMPLE AND LIST

OF TOPICS AND FORMS

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Payroll Errors
Garnishment of Employee Wages
Authorized Check Pickup
Pay at Time of Separation
Attendance & Leave
Medical Leave Policy
Sick Leave Credit Limit
Sick Leave Policy Usage
Medical, Dental and Optical Appointments
Exhaustion of Accumulated Sick Leave
Pallbearer, Funeral, Emergency Leave
Civic Leave or Jury Duty
Voting
Military Leave
Maternity Leave
Parental Leave
57. Leave of Absence

99. Casual Attire

100.Inappropriate Attire
101.Personal Belongings
102.Alcohol and Drugs
103.Medication
104.Smoking Policy
105.Equipment & Facilities
106.Parking
107.Telephone Use
108.Motor Vehicle and Workplace Equipment
Operation
109.Safety Equipment
110. Company Tools
111. Waste Prevention
112. Solicitation and/or Distribution
113. Security
114. BulletinBoard