Fillable Form Employee Handbook

What is an Employee Handbook?

An Employee Handbook, also referred to as an Employee Manual, is made by company officials to help employees know important information about their company. An Employee Handbook must include, but is not limited to, the following information:

• The company’s history
• The company’s mission
• The company’s values
• The company’s policies
• The company’s procedures
• The employees’ benefits

The terms, policies, and rules in an Employee Handbook must be made according to federal and state law.

How to fill out an Employee Handbook?

Companies can write their own Employee Handbook Template or download a PDF copy from a website that offers document templates. For convenience, they can also fill out the Employee Handbook Template electronically on PDFRun.

To fill out an Employee Handbook Template, you must provide the following information:

Name of Employee Handbook

Enter the name of your employee handbook.

Section 1. Introduction

Item 1.1. Purpose of this Handbook

Enter the purpose of this employee handbook. The information in this handbook must supersede all rules and policies that may have been previously expressed in both written and oral format.

Company Name

Enter the full name of your company.

Item 1.2. Changes of Policy

Enter the full name of your company. Your company will have the right to change this handbook’s content at any time and at your sole discretion.

Item 1.3. Employment Forms

All new employees will be required to complete and submit the following forms:

• Employment Eligibility Form 1-9
  • Each employee will be legally obligated to complete this form at the day of hire and submit all the necessary documents within three business days.
• Non-Disclosure Agreement
  • This handbook will prohibit any unauthorized disclosure of confidential company information.

Section 2. Terms and Definitions

Company Name

Enter the full name of your company.

Type of Employees

Enter the type of employees your company would like to employ.

Item 2.1. Definition of “At-Will” Employment

“At-will” employees’ jobs may be ended at any time and with or without notice by the employees themselves or by your company.

Item 2.2. Types of Worker

The different types of workers are the following:

• Exempt and non-exempt
  • The majority of the workers in your company must be non-exempt, meaning they are entitled by law to at least minimum and premium pay for overtime. Exempt employees are not subject to these laws.
• Regular and temporary
  • Regular employees in your company must work a regular schedule either on a full-time or part-time basis.
  • Minimum hours - Enter the required number of hours per week an employee must work to be considered a full-time employee.
  • A temporary employee is a person you hire for a short period of time.
• Independent contractors and consultants
  • Independent contractors and consultants are not part of your company. They are self-employed professionals who can be hired for specific projects.

Section 3. Payroll

Item 3.1. Payment Schedule

Enter the payment schedule for your employees.

Amount of Payment

Enter the amount paid to the employees.

Day of Payment

Enter the day when the employees will be paid.

Item 3.2. Wages

The wages given to employees may vary depending on their level of skill and experience.

Contact Person

Enter the full legal name of the person employees can contact if they feel entitled to higher pay.

Overtime

Employees may choose to work overtime for additional pay.

State

Enter the state of law that defines the terms regarding your employees working overtime.

Item 3.3. Deductions & Garnishment

Federal and state law requires that you must deduct the following amounts from every paycheck:

• Social security
• Income tax
• Medicare
• State disability insurance and family temporary disability insurance
• Other deductions required by law or by the employee

Wage Garnishment

You must submit a portion of an employee’s said paycheck in payment of an outstanding debt of the employee under the law.

Section 4. Rights & Policies

Company Name

Enter the full name of your company.

Item 4.1. Equal Opportunity Employment Policy

Your company must provide equal employment opportunities to all applicants without discrimination.

Item 4.2. Accommodation for Disabled Employees

The company will work with disabled employees in accordance with the Americans with Disabilities Act (ADA).

Item 4.3. Employment of Minors

The company may employ minors according to the following terms:

• Age 14 - minimum employment age for non-agricultural work
• Age 16 - limited weekly hours
• Age 18 - minimum hazardous job employment age
• Age 20 - sub-minimum wage standards for students, apprentices, and disabled employees

Item 4.4. Employment of Relatives

Your company will not hire relatives to work in any potential disruptive situation.

Item 4.5. Religion & Politics

Company Name

Enter the full name of your company.

You must be respectful of all employees’ religious affiliations and political views.

Item 4.6. Private Information

Employee information must be considered private and must only be accessed if it is really necessary.

Item 4.7. Leaves of Absence

Employees that require time off from work may apply for a leave of absence.

Deadline of Requests

Enter the number of days employees must submit their leave requests in advance.

Company Name

Enter the full name of your company.

Types of leave

• Work-related sickness and injury
• Maternity
• Election days
• Vacation policy
  • Enter the full name of your company.
  • Enter the number of days accrued for the vacation of full-time employees in lines 1 through 4.

Section 5. Employment Benefits

Contact Person

Enter the full legal name of the person employees can contact to know all of the information about their benefits package.

Item 5.1. Unemployment Insurance

Employees that are now unemployed through no fault of their own must receive unemployment insurance according to law.

Item 5.2. Workers’ Compensation

Company Name

Enter the full name of your company.

Your company must compensate the employees for accidental injuries, death, and occupational disabilities they may have suffered in the course of their employment.

Item 5.3. Social Security Benefits (FICA)

Both your company and its employees must contribute funds to the federal Social Security Program.

Item 5.4. Additional Benefits

Enter any additional benefits employees may receive.

Contact Person

Enter the full legal name of the person employees can contact to obtain more information.

Section 6. Rules of Conduct

Item 6.1. On the Job

Enter the rules of conduct employees must follow.

Reporting For Work

Employees must begin and end each shift at the time and on the day appointed.

Clocking IN

Non-exempt employees are responsible for clocking in when they begin their shift and clock out when they are finished.

Staying Safe

Employees must inform supervisors about unsafe conditions, accidents, and injuries.

Meals and Breaks

Employees will have paid 10-minute breaks every four hours and 30-minute breaks for shifts lasting longer than 5 hours.

Dress Code Policy

Enter the dress code policy of your company.

Company Electronics and Email Policy

Employees will be allowed to use computers, email, telephones, voicemail, text messages, internet, and cellphones.

Social Media Policy

Employees must conduct themselves in a professional manner whenever using social media.

Cell Phone Use

Cell phones must be on silent or on vibrate mode to avoid work disruption.

Item 6.2. Rules & Policies

Confidentiality

Previous or current employees are not allowed to disclose confidential information about your company.

Discrimination and Harassment

Your company must not tolerate any kind of discrimination or harassment against the employees.

Drugs and Alcohol

Employees are not allowed to consume nor sell alcohol and drugs during work.

Item 6.3. Disciplinary Action

Your company must exact discipline against the following acts:

• Excessive tardiness and absences
• Improper conduct
• Poor communication
• Uncooperative attitude
• Abuse of company property
• Unauthorized disclosure of company information
• Possession of illegal drugs, weapons, or explosives
• Illegal harassment or discrimination
• Violation of company policy

Workplace Inspections

Your company has the right to inspect the following:

• Offices
• Computers
• Company vehicles
• Personal possessions

At-Will Employment Agreement and Acknowledgement of Receipt of Employee Handbook

Employee Name

Enter the full legal name of the employee.

Employee Signature

Have the employee affix his or her signature.

Date

Enter the current date of signing.

Representative Signature

Affix your signature.

Date

Enter the current date of signing.

Frequently Asked Questions About an Employee Handbook

What should be in the employee handbook?

The employee handbook should include:

• Your company's mission statement — This should be a short, clear statement that defines what your company does.
• An overview of your company's policies — This should include a summary of your company's attendance policy, dress code, and other workplace rules.
• A description of your company's benefits — This should include information on health insurance, vacation days, and other employee benefits.
• A section on harassment and discrimination — This should explain your company's policy on dealing with harassing or discriminatory behavior in the workplace.
• An introduction to your company's management team — This should include brief biographies of each member of the management team, as well as their contact information.
• A list of your company's key personnel — This should include the names and titles of each member of the management team, as well as the contact information for each department head.
• An emergency contact list — This should include the names and phone numbers of people to call in case of an emergency.
• A copy of your company's employee handbook — This should be given to each employee when they start working for your company. It should include all of the information listed above, as well as any other relevant information.
• A signed acknowledgment form — This form should state that the employee has read and understood the employee handbook. It should also be signed by the employee and kept on file by the company.

These are the most important things that should be included in an employee handbook. By having this information readily available, you can help ensure that your employees are well-informed and have a clear understanding of your company's policies and procedures.

What are the benefits of an employee handbook?

An employee handbook is a document that outlines the company's policies, procedures, and expectations for employees. It can be a valuable tool for both employers and employees, as it can help to ensure that everyone is on the same page and clear about what is expected of them. Additionally, an employee handbook can help to protect employers from legal liabilities by clearly outlining their expectations and policy procedures.

Some of the benefits of an employee handbook include:

• Providing employees with a clear understanding of the company's policies and procedures
• Helping to ensure compliance with laws and regulations
• Reducing the risk of legal liabilities for employers
• Facilitating communication between employers and employees
• Helping to create a positive and productive work environment.

An employee handbook can be an extremely valuable tool for both employers and employees. By clearly outlining the company's policies and procedures, it can help to ensure that everyone is on the same page and reduce the risk of legal liabilities for employers. Additionally, an employee handbook can help to create a positive and productive work environment by facilitating communication between employers and employees.

How do I create a handbook?

There's no one answer to this question since there is no one right way to create a handbook. It will depend on the specific needs and goals of your organization, as well as the size and scope of the project. However, here are a few tips to get you started:

• Define the purpose of the handbook. What do you want it to achieve? Who is it for?
• Gather all relevant information. This could include company policies, procedures, guidelines, etc.
• Organize the information in a logical format. Consider using headings and subheadings to make it easy to navigate.
• Write clear and concise explanations. Use simple language that everyone can understand.
• Include visuals where appropriate. Photos, diagrams, and charts can help to explain complex concepts.
• Get feedback from others. Ask colleagues, employees, or even customers for their input on the handbook.
• Revise and update as needed. Don't forget to keep the handbook current as your organization grows and changes.

If you follow these steps, you'll be well on your way to creating a helpful and informative handbook that will be a valuable resource for everyone in your organization.

What should be included in the Company Information section of a handbook?

The Company Information section of a handbook should include the company's mission statement, a brief history of the company, and an overview of the company's products and services. This section should also provide contact information for the company's customer service and technical support departments.

The Company Information section of a handbook is an important part of the book because it gives employees a better understanding of the company they work for. This section should include the company's mission statement, a brief history of the company, and an overview of the company's products and services. The section should also provide contact information for the company's customer service and technical support departments. By including this information in the handbook, employees will have a go-to resource when they have questions or need help with something.

What are the essential topics that must be covered in an employee manual?

The following topics must be covered in an employee manual:

• Employment-At-Will — This determines the relationship between the employer and employee, and sets forth that either party may end the relationship at any time, for any reason
• Work Hours — This explains what the work hours are, start and end times, break times, etc.
• Compensation — This explains how employees will be paid, including salary, hourly wage, commissions, etc.
• Employee Benefits — This outlines any benefits offered to employees, such as health insurance, vacation days, sick days, etc.
• Policies and Procedures — This section covers all company policies and procedures that employees need to know. It can include topics like attendance, dress code, substance abuse, harassment, etc.
• Compliance With Laws — This ensures that employees understand that they must comply with all applicable laws and regulations.
• Perks and Incentives — This describes any extra perks or incentives that the company offers, such as a bonus program, employee discounts, etc.

These are just a few of the essential topics that must be covered in an employee manual. Every company is different, so there may be other topics that need to be included as well. It's important to consult with an attorney to ensure that all relevant topics are covered.

What are the 7 typical employee handbook categories?

These are the seven typical employee handbook categories:

1. Introduction — This specifies the company's purpose, values, and structure. This section should include a company overview, philosophy, and any other relevant information to orientate new employees.
2. Employment Policies — This details the company's expectations and procedures regarding employee conduct, work hours, attendance, dress code, etc.
3. Compensation and Benefits — This outlines the company's policies on pay, bonuses, vacation time, health insurance, and other employee benefits.
4. Performance Management — This explains the company's process for setting goals and measuring employee performance. It may also include information on how promotions and raises are determined.
5. Employee Development — This describes the company's commitment to investing in employee growth and development through training and education programs.
6. Workplace Health and Safety — This covers the company's policies and procedures for maintaining a safe and healthy work environment.
7. Miscellaneous — This includes any other relevant information that doesn't fit into the above categories, such as details on company-sponsored social events or community service initiatives.

These are just a few of the topics that are typically covered in an employee handbook. The specific content will vary from company to company, depending on the size and nature of the business. Additionally, employee handbooks are often updated on a regular basis to reflect changes in company policy or to add new information as it becomes available.

Why is it important for an employer to provide an employee handbook?

There are a few key reasons why it is important for an employer to provide an employee handbook:

• It helps to ensure that all employees are aware of the company's expectations and policies.
• It can help to avoid misunderstandings or disputes between employees and managers.
• It can provide a valuable reference point for both employees and managers in the event of any issues or problems.
• It can help to create a positive and cohesive work environment.
• It can help new employees to feel welcomed and orientated within the company.
• It can show that the company is professional and committed to its employees.
• It can be used as a tool to help train and development employees.
• It can be used to reinforce the company's culture and values.
• It can help to protect the company from potential legal problems.
• It can help to create a more efficient and productive workforce.

The majority of these reasons are based on the employer-employee relationship, so it is essential that the company treats its employees with respect in order to maintain a good work environment and protect itself from any legal issues. Providing an employee handbook is one way to show that the company cares about its employees and is committed to creating a positive work environment.

Without an employee handbook, there would be no clear guidelines or expectations for employees, which could lead to misunderstandings and conflict. Additionally, new employees would have a harder time learning about the company and feeling like they belong. An employee handbook can help to prevent these issues and create a more positive work environment.

Do employers need to have an employee handbook?

There is no requirement for employers to have an employee handbook. However, having one can be beneficial as it provides employees with a clear understanding of the company's expectations and policies. Additionally, an employee handbook can help to avoid misunderstandings and disputes between employees and managers.

What should an employee handbook not include?

An employee handbook should not include any discriminatory language or practices. Additionally, the handbook should not outline any illegal activities that could put the company at risk. Any information that could be used to exploit employees or put them in danger should also be excluded from the employee handbook.

If there is any doubt as to whether or not something should be included in the employee handbook, it is best to consult with an attorney or HR professional.

Is an employee handbook a policy?

No, an employee handbook is not a policy. A policy is a more formal document that outlines the specific rules and regulations of an organization. An employee handbook is typically a less formal document that provides employees with general information about the company, such as its history, culture, and values. While an employee handbook may contain some policies, it is not itself a policy.

What are the reasons for employers to have an employee handbook?

The employee handbook is a key resource for employers. It sets out the rules and guidelines that employees are expected to follow, and can help to prevent misunderstandings or disputes. The handbook can also be used as a tool to communicate changes in company policy or procedure.

There are several reasons why an employer might choose to create an employee handbook:

• To establish expectations and promote a positive work environment — By setting out clear expectations in the employee handbook, employers can help to ensure that employees are aware of what is expected of them. This can help to create a positive work environment and reduce the risk of conflict or misunderstanding.
• To protect the company — The employee handbook can be used to protect the company from legal liability. By including a disclaimer that states that the handbook is not a contract and that the company reserves the right to change its policies at any time, employers can help to limit their liability in case of any disputes.
• To communicate changes in policy — The employee handbook can be used to communicate changes in company policy or procedure in a clear and concise manner. This can help to ensure that all employees are aware of the new rules and guidelines.
• To promote a positive image of the company — The employee handbook can be used to promote a positive image of the company. By including information about the company's history, values, and mission statement, employers can help to create a positive association with the company.

An employee handbook can be a valuable tool for employers. It can help to establish clear expectations, protect the company from legal liability, and promote a positive image of the company. When creating an employee handbook, it is important to make sure that the handbook is up-to-date and compliant with all applicable laws.

What if my company doesn't have an employee handbook?

You may be wondering what to do if your company does not have an employee handbook. While it is not required by law, having an employee handbook can be extremely helpful in setting expectations and communicating policies to employees. You can ask your boss or human resources department if they have a template or sample that you can use to create an employee handbook for your company. If not, there are many resources available online that can help you get started.

An employee handbook can be a valuable tool for both employers and employees. It can help to set clear expectations and provide a reference point for both parties in case of any questions or issues that may arise. If you don't have an employee handbook at your company, consider creating one yourself. It could be just what you need to help make your job more enjoyable and productive.

Are employee handbooks legally binding?

There is no simple answer to this question since it can vary depending on the jurisdiction in which you are located. In general, however, employee handbooks are not considered to be legally binding documents. This means that an employer can typically change the policies and procedures outlined in the handbook at any time, without having to notify or obtain consent from employees.

However, there may be some exceptions to this rule in certain cases. For example, if an employee handbook contains a policy that is specifically listed as being "bargained-for" (i.e. negotiated between the employer and employee), then this policy may be considered legally binding.

Additionally, some jurisdictions may recognize an implied contract between an employer and employee if the handbook contains certain language that indicates that the employer intends for the document to be legally binding.

Therefore, it is always best to consult with an attorney to determine whether or not your employee handbook is legally binding in your specific jurisdiction.

What is the difference between an HR manual and an employee handbook?

These two documents serve different purposes, but both are essential to maintaining a productive and positive workplace.

An employee handbook is a document that outlines the company's expectations for employee behavior and performance. The handbook should include policies on attendance, dress code, internet use, and other topics. An HR manual is a more comprehensive document that covers all aspects of HR management, including recruitment, performance management, and employee relations. The manual can be used as a reference for HR professionals when they need to know how to handle specific situations. Both the handbook and the manual are important tools for managing a business.

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• What to Include In an Employee Handbook