Sample HR Policies, Sample Employee Handbook Policies

Purpose:

To provide an effective and acceptable means for an employee to bring work-related problems and/or complaints to the attention of the management. The Company realizes that in any organization, problems, misunderstandings, and difference of opinions may arise in the daily work situations; therefore, a procedure or channel of communication must be adopted to help resolve the problems. The Company recognizes it cannot expect to correct or eliminate every cause for personal dissatisfaction, but does realize it has a responsibility to provide employees with a method for bringing dissatisfactions out in the open where free and open discussion can be made to arrive at a mutually satisfactory conclusion. The following procedure was written with the intent of providing all employees fair and equal consideration on job or work-related problems.

Policy:

A.    Management recognizes the right of an employee under Company policy without fear of retribution or prejudice. The Company guarantees that there shall not be any discrimination or adverse action against employee who participates in this process.

B.  The employee may choose another employee to assist in the problem resolution.

C.    The function of the Human Resource Administrator will facilitate administration of the procedure by giving assistance when needed to both the employee and the member of the management.

Procedure:

A.    The employee will present the complaint to his or her immediate supervisor. The supervisor will then:

1.    Discuss the matter fully with the employee.

2.    Obtain all relevant information.

3.    Check with the Department Director concerned.

4.    Consult with the Human Resources Administrator for assistance in interpretation of the policy when necessary.

The supervisor will render a decision to the employee with a full explanation of the reasons for the decision within three working days after receipt of the complaint.

B.    If the employee is dissatisfied with the explanation in Procedure A, a written statement should be submitted to the Department Director within two working days from the previous decision.

The Department Director will then:

1.    Review the situation
2.    Make a written record
3.    Send copies to the supervisor

The Department Director will render a decision in writing to the employee with a full explanation of the reason for the decision within three working days after receipt of the written statement.

C.    If the employee is not satisfied with the decision reached by the Department director, the employee has the right, within two working days, to appeal in writing the decision and request a meeting with the Human Resources Administrator.  The department Director will make the necessary meeting arrangement at a convenient time.

1.  The Department Director will prepare a written report within two working days for the Human Resources Administrator covering all data relating to the problem including the decision reached and reasons for the same.  A copy of the report will also be given to the employee.

2.  The Administrator will then meet within three working days with the parties involved on an individual basis to review all prior transactions and decisions reached.  The Administrator shall, after careful review of the issue(s) involved, render a final decision at the meeting or request additional time to review the issues and the data presented.  A written final decision shall be presented to the employee within five working days of the meeting.  A copy of the decision shall be forwarded to the Supervisor.  A copy should also be placed in the Human Resources files.

* Working days a referred to in this policy are defined as Monday through Friday, excluding weekends and designated holidays.

Statement of Need

XYZ Company has a strong commitment to the health, safety, and welfare of its employees, their families, and its customers.  The Company recognizes that a variety of personal problems, such as emotional distress, family problems, alcoholism, and drug abuse, can be devastating to lives, business, and the community at large.  Most people solve their problems either on their own or with the advice of family and friends; however, XYZ Company recognizes that sometimes people need professional advice.

Goal

It is the goal of our Company to establish an employee assistance program to help and encourage those employees in need of professional assistance to use it.

Scope

This program applies to all employees and their eligible dependents who are covered under any of the various health and welfare programs to which the Company contributes.

While the Company has no intention of intruding into the private lives of its employees, we recognize the personal problems may eventually take their toll on job performance.  Our concern is to assure that employees report to work in condition to perform their duties safely and efficiently in the interest of their fellow workers, themselves, and our customers.

Policy Statement
 
1.  It is the policy of XXZ Company to establish, implement, and support employee assistance programs that will assist employees and their eligible dependents to resolve problems, such as emotional distress, family problems, alcoholism, and drug abuse, recognizing these problems may adversely affect employee’s personal health, family, and job performance.

2.  It is the policy of XYZ Company to commit the resources necessary to support the employee assistance program.

3.  This policy will not exempt employees from job performance requirements.

Procedure

XYZ Company’s employee assistance program will operate within the following framework:

1.  Employees’ current jobs and future advancement will not be jeopardized by using the EAP’s services.

2.  As with all health and personnel documents, the EAP’s records will be maintained in a confidential manner.

3.  Supervisors and managers are responsible for confronting employees about unsatisfactory as well as acceptable but deteriorating performance, and referring such employees to the EAP when appropriate.

4.  Employees will be responsible for correcting unsatisfactory performance and maintaining acceptable performance.

Implementation

Each division, subsidiary, or affiliate of XYZ Company will be responsible for establishing and implementing detailed policy and procedures, specific to its needs, in support of this policy.  Each of these policies is subject to central review for consistency with the company’s policy.

Responsibility for interpretation of the company’s policy falls to the company’s Human Resources Department.

Policy:

The Company defines “substance abuse” as the introduction, possession, sale, manufacture, purchase, solicitation for sale or use of intoxicating beverage or illegal or illicit drugs or substances on Company premises, or reporting to work under the influence of the same.
“Under the influence” of drugs or alcohol means being unable to perform one’s work in a safe and/or productive manner; being in a physical or mental condition that creates or might create a risk to safety or well-being of the employee or others; or having any detectable amount of a controlled substance or alcohol in the body.

The Company reserves the right to chemically analyze or test beverages, medicine, drugs, and so on, brought onto Company premises. If there is a cause for the Company to believe you are under the influence of intoxicating beverages or narcotics, blood or other drug/alcohol screening test may be required.

Procedure:

In cases where this policy is violated, we will take the following actions:

First Offense- “Under the Influence” of alcohol

Employee receives a written warning.

Second Offense- “Under the Influence” of alcohol

Employee is immediately terminated.

Third Offense- “Under the Influence” of a controlled substance

Employee is immediately terminated.

If an employee is drinking or using an illegal substance on Company premises, the employee will be immediately terminated.

The Company provides lockers, with keys, to those employees required to wear uniforms in their work and for other employees on a space available basis. These lockers are for temporary storage of your clothes and should not be used to store perishable foods.

The Company cannot be responsible for any personal property left in the lockers.  Since lockers are provided to employees, you are requested not to take coats, pocketbooks, or personal belongings to your department or work area.

In the interest of safety, the Company also reserves the right to inspect these lockers at any time.

Bulletin Boards

Interesting and important notices are posted on the official bulletin boards. Make it a practice to check them daily in order to keep abreast of new developments throughout the facility.

Material for Company-related functions may be posted if it is approved by the assigned manager.  Otherwise, you are not permitted to post any personal materials on the Bulletin Boards!

Employee Parties

Parties given by employees for showers, birthdays, anniversaries, retirements and other purposes are not permitted on the premises of the Company.

Only functions conducted under the auspices of the Company’s management are permitted.

It is the policy of the Company to provide meal and rest breaks during the course of each workday. The length of lunch periods may vary from department to department. A minimum of one half hour to maximum of one hour will be granted for each day worked. Such time is subtracted from the total number of hours worked each day, therefore, they do affect salary and overtime.

Full time employees are entitled to two fifteen-minute rest breaks each day, one in the morning and one in the afternoon.

Employees on rest breaks are not permitted to leave the Company grounds or premises during this period.

The Fair Labor Standards Act does not require:

• Vacation, holiday, severance, or sick pay.
• Meal or rest periods, holidays off, or vacations. *Minors not included.
• Premium pay for weekend or holiday work.
• Pay raises or fringe benefits.
• A discharge notice, reason for discharge, or immediate payment of final wages to terminated employees.

mployee ________________

Job _____________________

Dept _______________

I request absence from work on the day (dates) shown below:

Absent From     ______________        

returning On   _______________

Reason for absence

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

____________________________________________________

___________________________________
Employee Signature

___________________________________
Date

Access to the Internet has been provided by the company/organization for the benefit of the company/organization and its customers.  It allows employees to connect to information resources around the world.  Every staff member has a responsibility to maintain and enhance the company/organization’s public image, and to use the Internet in a productive manner.  To ensure that all employees are responsible, productive Internet users and are protecting the company/organization’s public image, the following guidelines have been established for using the Internet.

ACCEPTABLE USES OF THE INTERNET

Employees accessing the Internet are representing the company/organization.  All communications should be for professional reasons.  Employees are responsible for seeing that the Internet is used in an effective, ethical and lawful manner.  Internet Relay Chat channels may be used to conduct official company/organization business, or to gain technical or analytical advice.  Databases may be accessed for information as needed.

UNACCEPTABLE USE OF THE INTERNET

The Internet should not be used for personal gain or advancement of individual views.  Solicitation of non-company business, or any use of the Internet for personal gain is strictly prohibited. Use of the Internet must not disrupt the operation of the company networks of other users.  It must not interfere with your productivity.

COMMUNICATIONS

Each employee is responsible for the content of all text, audio or images that they place send over the Internet.  Fraudulent, harassing or obscene messages are prohibited.  All messages communicated on the Internet should have your name attached.  No messages will be transmitted under an assumed name.  Users may not attempt to obscure the origin of any message.  Information published on the Internet should not violate or infringe upon the rights of others.  No abusive, profane or offensive language is transmitted through the system.  Employees who wish to express personal opinions on the Internet are encouraged to obtain their own usernames on the other Internet systems.

To prevent computer viruses from being transmitted through the system there will be no unauthorized downloading of any software.  All software downloads will be done through the MIS department.

COPYRIGHT ISSUES

Copyrighted materials belonging to entities other than this company may not be transmitted by staff members on the Internet.  One copy of copyrighted material may downloaded for your own personal use in research.  Users are not permitted to copy, transfer, rename, add or delete information or programs belonging to other users unless given express permission to do so by the owner.  Failure to observe copyright or license agreements may result in disciplinary action from the company or legal action by the copyright owner.

SECURITY

All messages created, sent or retrieved over the Internet are the property of the company, and should be considered public information.  The company reserves the right to access and monitor all messages and files on the computer system as deemed necessary and appropriate.  Internet messages are public communication and are not private.  All communications including text and images can be disclosed to law enforcement or other third parties without prior consent of the sender or the receiver.

HARASSMENT AND VIOLATIONS

Harassment of any kind is prohibited.  No messages with derogatory or inflammatory remarks about an individual or group’s race, religion, national origin, physical attributes, or sexual preference will be transmitted. Violations of any guidelines listed above may result in disciplinary action up to and including termination.  If necessary, the company will advise appropriate legal officials of any illegal violations.

As an employee of ___________ Company, I __________________, recognize and understand that the company’s e-mail systems are to be used for conducting the company’s business only.  I understand that use of this equipment for private purposes is strictly prohibited.  Further, I agree not to use a password that has not been disclosed to the company.  I agree not to access a file or retrieve any stored communication other than where authorized unless there has been prior clearance by an authorized company representative.

I am aware that the company reserves and will exercise the right to review, audit, intercept, access and disclose all matters on the company’s e-mail systems at any time, with or without employee notice, and that such access may occur during or after working hours.  I am aware that the use of a company-provided password or code does not restrict the company’s right to access electronic communications.  I am aware that violations of this policy may subject me to disciplinary action, up to and including discharge from employment.

I authorize that I have read and that I understand the company’s policy regarding   e-mail located at (refer to applicable manual.) I authorize that I have read and that I understand this notice.

______________________
Signature of Employee

______________________
Date

Sample 1

No employee may work overtime without prior and expressed authorization from their supervisor. If employees (except for exempt personnel) are required to work beyond their regular schedule, they will be paid on a straight time basis up to forty (40) hours in one work week, or they may be granted compensatory time off if this is taken within the same work week. After forty (40) hours, payment at one and one-half times the normal rate is paid for hours actually worked. Compensation is not paid for time spent on meal breaks.

Sample 2

Non-exempt employees under the Fair Labor Standards Act are eligible for overtime for all hours worked in excess of 40 in any work week. We hope you will comply with any requests to work overtime. The Company will also try to give you as much notice as possible when overtime will be mandated. All overtime designated by your manager is approved overtime. If an employee works overtime without approval, the overtime must be paid, however the employee may be subject to disciplinary action.

Overtime is paid at the rate of one-and-one-half times (1-½x) your regular hourly rate of pay. No non-worked lunch, sick, holiday or vacation time is included in calculating overtime.

Early Schedule A

Start:  7:00 AM
Finish:  3:00 PM

Early Schedule B

Start:  8:00 AM
Finish:  4:00 PM

Normal Schedule

Start:  9:00 AM          
Finish:  5:00 PM

Late Schedule C

Start:  10:00AM
Finish:  6:00 PM

Late Schedule D

Start:  11:00 AM
Finish:  7:00 PM

Name of Employee:  _____________________

Department: _________________

Human Resource’s Responsibility

Prior to Orientation

Organization and Employee Policies & Procedures
 
___ History of XYZ Inc.
___ Organization Chart  
___ Purpose of the Company
___ Employee Classification

Insurance Benefits             

___ Group health plan          
___ Disability insurance          
___ Life insurance            
___ Workers’ compensation

Other Benefits

___ Holidays            
___ Vacation            
___ Jury and election duty          
___ Funeral leave            
___ Health Services
___ Professional discounts          
___ Child care

End of Orientation- First Day

___ Make appointment for second day        
___ Introduce supervisor

Other Items

___ Job Posting
___ Bulletin Boards
___ Safety
___ Alcohol/drug use  
___ Where to get supplies  
___ Employee’s records and updating

Policies and Forms

___ Form W-4 Completed
___ Form I-9 Completed
___ Emergency Information Form Completed
___ Employee Handbook distributed and reviewed
___ Employee Handbook acknowledged form  
___ Health Care and Optional Benefits Form and information completed
___ No harassment form acknowledged
___ Informed on Confidentiality form        
___ FMLA reviewed
___   Equal Employment Opportunity

Supervisor’s Responsibility

Employee’s First Day

General

___ Introduction to coworkers
___ Tour of department
___ Tour of company

Location of

___ Coat closet
___   Restroom
___   Telephone for personal use and policy

Working Hours

___   Starting in Leaving
___   Lunch
___   Breaks
___   Overtime
___ Early Departures
___ Timeclock

Pay Policy

___   Pay Period
___ Deposit System

Other Items

___   Parking
___   Dress

Employee’s Second Day

___ Pension Retirement Plan
___   Sick Leave
___   Personal Leave
___   Job Postings
___   Confidentiality
___   Complaints and Concerns
___   Termination

During Employee’s First Two Weeks

Emergencies

___   Medical
___   Power Failure
___   Fire

At the end of the employee’s first two weeks, the supervisor will ask if the employee has any questions concerning any items. After all questions have been discussed, both the employee and the supervisor will sign and date this form.

____________________        
Employee’s Signature    

___________________
Date          

___________________
Orientation Conducted By

New employees undoubtedly have questions when beginning a new position.  Consequently, COMPANY has developed an orientation program to introduce and welcome these individuals to the organization.

On or before the first day of employment, the Human Resources Department shall conduct an orientation session with new employees to complete necessary employment documents, review key company policies and compensation terms, explain benefit and reward systems, and provide any other human resource related information needed to orient and integrate the employee into COMPANY service.  The topics covered shall be documented and placed in the employee’s personnel file.

During the first week of employment, the employee’s supervisor shall review the company’s history, organizational structure, job content, performance and safety standards, working conditions, promotional opportunities, and any other matters of operational importance needed to orient and integrate the employee into COMPANY service.  The topics covered by the supervisor shall be documented on a form provided by the Human Resources Department.  The Human Resources Department shall place the signed form in the employee’s personnel file.  During the introductory period, the supervisor shall meet with the employee a minimum of once per week to respond to questions and provide constructive feedback concerning performance.

Date
Name & Address

Dear ___________:

This letter shall confirm our conditional offer of employment to you as a (insert employment classification – part-time, full-time, temporary, etc.) (insert job title) in the (insert name of department) subject to the following terms and conditions:

1.  Evidence and confirmation of educational credentials
2.  Confirmation of employment history
3.  Satisfactory professional reference checks
4.  Satisfactory post-offer employment physical and drug test
5.  Evidence of eligibility to work in the U.S.

Assuming favorable results are received, and you choose to accept our offer, we will extend a final offer of employment to you in writing. Please feel free to contact me in the interim should you have any questions.

Please be aware that this letter does not constitute a guarantee or contract of employment.  Accordingly, you or we may terminate the selection process at any time for any reason, upon written notice.