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Fillable Form Employee Handbook

An employee handbook, sometimes also known as an employee manual, staff handbook, or company policy manual, is a book given to employees by an employer.

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What is an Employee Handbook?

An Employee Handbook, or 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.


Employees may choose to work overtime for additional pay.


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


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.


Enter the current date of signing.

Representative Signature

Affix your signature.


Enter the current date of signing.


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