Sample Template for designing an employee handbook

SECTION 1 - INTRODUCTION
1.0 The Company Philosophy 7
1.1 The Company Mission 8
1.2 Equal Employment Opportunity Policy and Affirmative Action Plan 8
1.3 Employment-At-Will 8
1.4 Sexual Harassment 9
1.5 Safety 10
1.5.1 Safety Rules 10
1.5.2 Hazardous Wastes 11
1.5.3 Reporting Injuries and Accidents 12
1.6 Drug Free Workplace 12
1.6.1 Prohibitions 12
1.6.2 Drug Awareness Program 13
1.6.3 Disciplinary Actions 14
SECTION 2 - EMPLOYMENT
2.0 Personnel Administration 17
2.1 HR Personnel Records 17
2.1.1 Contents of Personnel Files 17
2.1.2 Employee Information 18
2.1.3 Employee's Request for Review of Personnel Records 18
2.1.4 Management Review of Personnel Files 18
2.2 Service 18
2.2.1 Employee Categories 19
2.2.2 Job Posting Procedures 19
2.2.3 Employment of Relatives 19
2.2.4 Employment of Minors 19
2.2.5 Promotions 19
2.2.6 Transfer of Employees 19
2.2.7 Separation of Employment 20
2.2.8 Work force Reductions 20
2.2.9 Probationary Period 20
2.2.10 Extra Income 21
2.3 Process Improvement 21
2.3.1 Employee-Management Forums 21
2.3.2 Employee Suggestion Program 22
SECTION 3 - COMPENSATION & BENEFITS
3.0 Benefit Eligibility 23
3.1 Payroll Information 23
3.1.1 Time Records 23
3.1.2 Pay Periods 23
3.1.3 Salary Compensation for Partial Pay Period 24
3.1.4 Pay Rate Schedule ? Hourly Paid Employees 24
3.1.5 Payroll Deductions 24
3.1.6 Overtime 24
3.1.7 Payroll Errors 25
3.1.8 Garnishment of Employee Wages 25
3.1.9 Authorized Check Pickup 25
3.1.10 Pay at Time of Separation 25
3.2 Attendance & Leave 26
3.2.1 Medical Leave Policy 26
3.2.2 Sick Leave Credit Limit 26
3.2.3 Sick Leave Policy ? Usage 26
3.2.4 Medical, Dental and Optical Appointments 27
3.2.5 Exhaustion of Accumulated Sick Leave 27
3.2.6 Pallbearer, Funeral, Emergency Leave 27
3.2.7 Civic Leave or Jury Duty 28
3.2.8 Voting 28
 3.2.9 Military Leave 28
3.2.10 Maternity Leave 29
3.2.11 Parental Leave 29
3.2.12 Leave of Absence 29
3.3 Insurance 30
3.3.1 Hospitalization and Medical Insurance 30
3.3.2 Continuation of Group Health Insurance (COBRA) 30
3.3.3 Life Insurance 31
3.3.4 Long Term Disability Insurance 31
3.3.5 Social Security 31
3.3.6 Workers' Compensation 31
3.3.7 Unemployment Compensation 32
3.4 Savings Plan 401 (K) 32
3.5 Break Room 33
3.6 Employee Discounts 33
3.7 Educational Assistance 33
SECTION 4 - EMPLOYEE RESPONSIBILITIES
4.1 Work Schedules 35
4.1.1 Working Hours 35
4.1.2 Salary Employees 35
4.1.3 Hourly Employees 35
4.1.4 Clean Work-Place 36
4.2 Legal & Ethical Conduct 36
4.2.1 Ethical Standards 36
4.2.2 Conflicts of Interest 36
4.2.3 Personal Conduct 37
4.2.4 Confidentiality 37
4.2.5 Bribes, Kickbacks and Illegal Payments 38
4.2.6 Patents and Copyrights 38
4.3 Misconduct 38
4.3.1 Serious Misconduct 39
4.3.2 Very Serious Misconduct 39
4.3.3 Inexcusable Misconduct 40
4.3.3 Misconduct Investigations 42
4.4 Transportation & Travel 42
4.4.1 Company Owned Vehicles 42
4.4.2 Personal Vehicles 43
4.4.3 Living Expense Allowance 43
4.4.4 Other Travel Expenses 43
4.4.5 Expense Records 43
4.4.6 Travel Advances 43
4.4.7 Expense Reimbursement ? Third Party 44
4.4.8 Expense Policies ? Violations 44
4.4.9 Company Credit Cards 44
4.5 Appearance & Belongings 44
4.5.1 Personal Appearance 44
4.5.2 Business Attire 44
4.5.3 Casual Attire 45
4.5.4 Inappropriate Attire 45
4.5.5 Personal Belongings 45
4.5.6 Alcohol and Drugs 45
4.5.7 Medication 46
4.5.8 Smoking Policy 46
4.6 Equipment & Facilities 46
4.6.1 Parking 46
4.6.2 Telephone Use 46
4.6.3 Motor Vehicle and Workplace Equipment Operation 46
4.6.4 Safety Equipment 46
4.6.5 Company Tools 47
4.6.6 Waste Prevention 47
4.6.7 Solicitation and/or Distribution 47
4.6.8 Security 47
4.6.9 Bulletin Board 48