Employee handbooks are a proactive measure for businesses to protect employee’s rights and also provide the business with legal protection.
Employee Handbook Sections
The Small Business Administration (SBA) provides useful information about writing employee handbooks. Companies should consider including the following sections:
- Non-Disclosure Agreements (NDAs) and Conflict of Interest Statements. Not all businesses would require this, but if you have trade secrets and proprietary information, including an NDA and conflict of interest statement can help you protect your business property.
- Anti-Discrimination Policies. A number of anti-discrimination laws require you to adhere to their guidelines, including: Chapter VII of the Civil Rights Law and the Americans with Disabilities Law (ADA). New York has its own anti-discrimination laws, which are even more comprehensive, that you can also address.
- Compensation. Federal and state tax deductions, 401Ks, overtime pay, breaks, bonuses, pay schedules, time keeping records and workers’ compensation are topics to cover under compensation so that employees understand and know what to expect.
- Work Schedules. Employers should explain their work hours and schedules, and how they deal with attendance and punctuality. If they have special flex schedules or telecommuting opportunities, this should also be included.
- Standard of Conduct. Employers should explain their dress codes, ethical work codes and other behavior expected of employees. They should also address employee’s legal responsibilities when the business is involved in a government-regulated activity.
Other sections to include in your handbook are: general employment information (job classifications, employee records, job postings, probationary periods, termination and resignation procedures, transfers and relation and union information), safety and security (OSHA requirements, procedures in the event of an earthquake, hurricane, etc.), computers and technology (securing electronic information), media relations (establishing one single point of contact), employee benefits (detailed info about benefits programs and eligibility for the programs) and leave policies (family medical leave, jury duty, military leave, voting and time off for court cases).
Every business has its unique challenges and issues. To that degree there is no one size fits all for every business. Employers are wise to consult with an experienced employment litigation lawyer so they can address and put sound measures in place for their particular business.
Stephen Hans & Associates has decades of employment law litigation experience. Find out how we can help.