What is an employee handbook?

An employee handbook is an overview of the policies, procedures, working conditions, and behavioral expectations of your company or business.

Why should I have an employee handbook?

Even though there are no legal requirements to have an employee handbook, all employers should have one in place as a tool for both employers and employees to state and be aware of the terms and conditions of employment. Additionally, an employee handbook can act as a welcome and introduction to the company for new staff, explaining expectations and compensation.

How often should my employee handbook be updated?

An employer should update their handbook at least annually. As employment law is an ever-changing area, it is important to keep up to date with all the changes to employment regulations. These changes should be reflected in a company’s employee handbook to safeguard both the employer and employee. In the event that there are any updates to the employee handbook, these updates should be distributed to all employees.

How should I distribute an employee handbook?

Employee handbooks can be distributed either as hard copies or electronically through email or an internal web portal. It is normal practice to distribute and discuss the employee handbook during a new hire’s orientation. If a company is distributing an employee handbook to employees for the first time, it may be advisable to schedule a human resources meeting to cover the main policies and procedures and answer any questions. No matter when the employee handbook is released, the employer should always request a signed acknowledgment form from the employee to confirm receipt and acceptance of the employee handbook.

Can I use one employee handbook for different locations?

There is not a set practice regarding employee handbooks and multiple locations. Each employer must do what they think is best for their structure and what is easier for them to maintain. It is crucial, though, to ensure that all policies and practices are correct and applicable to the employee in their area of expertise. Note that employee regulations may vary depending upon the state, county, and city the employee is located in. Some employers find it easier to have a different handbook per location, whereas others prefer to have an addendum for each location.

What policies should I include in the employee handbook?

This depends on your size, your culture, and the issues you have in your workplace. There are several policies that most employers have or we recommend they have. These include: attendance, rules of conduct, progressive discipline, drug and alcohol, dress code, cell phones, email and electronic communications (including social media), EEO, anti-harassment and discrimination, ADA/pregnancy/reasonable accommodation, searches on property, weapons/firearms, vacation, holiday, sick time, PTO, insurance, FMLA (if you have 50 or more employees in a 75-mile radius), general leave of absence, jury duty, bereavement, military leave, employee classification and entitlement to overtime, and payroll requirements. These policies are all included in our employee handbook and can be easily customized to meet your needs.

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Our employee handbook

Describes all significant matters related to the employment relationship
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As you complete your employee handbook, you will need to provide certain relevant information. This includes the employer's business address, current number of employees, and policies concerning break time, employee benefits, and taking time off. It may help to discuss these items with your director of human resources and other key personnel.

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It is always important to read your document thoroughly to ensure it matches your needs and is free of errors and omissions. After reviewing, print a copy of the handbook for each employee and have him or her sign the employee acknowledgments page at the end. Be sure to retain a copy of this page in each employee's personnel file.

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