8 Topics to Include in Your Employee Handbook A

n employee handbook is an important tool you can use to effectively com- municate information regarding your

practice’s policies, practices and employee benefits. As a starting point, the U.S. Small Business Administration (SBA) suggests including the following eight topics:

1. GENERAL INFORMATION

Provide a general overview of your business, with the practice’s basic policies relating to employment eligibility, job classifications and employee records.

2. ANTI-DISCRIMINATION POLICIES

Include a section about applicable federal and state nondiscrimination laws (such as the fed- eral Americans with Disabilities Act and Title VII) and how your employees are expected to comply. This section should also include your sexual harassment policy.

3. COMPENSATION

Clearly explain that your practice will make required deductions from employees’ pay for federal and state taxes, as well as voluntary deductions for your benefits programs. In addition, you should outline your obligations under federal and state wage and hour laws regarding overtime pay, pay schedules, time- keeping records, and meal and rest breaks.

4. WORK SCHEDULES

Describe your practice’s policies regarding work hours and schedules, attendance, punc- tuality and reporting absences, along with guidelines for flexible schedules and telecom- muting, if offered.

5. STANDARDS OF CONDUCT

Document expectations of how you want employees to conduct themselves, from dress code to computer and telephone use. Remind employees of any legal obligations they may have (for example, protecting customer data). It is also appropriate in this section to de- scribe your practice’s progressive disciplinary policy (if any) and other standards related to employee discipline.

6. LEAVE POLICIES Family and medical leave, jury duty, military

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leave, sick leave and time off for court cases and voting should all be documented to comply with applicable state and local laws. In addition, explain your policies for vacation, holiday and bereavement leave.

7. EMPLOYEE BENEFITS

Include details on your practice’s benefit programs, including all benefits that may be required by law. This section should outline your plans for health insurance, retirement and any other optional benefits your practice offers. Note that separate legal documents (such as a summary plan description) may also be required for employee benefit plans.

8. SAFETY AND SECURITY

Describe your practice’s policy for creating a safe and secure workplace, including com- pliance with applicable OSHA laws. Safety policies should also include your practice’s policy regarding bad weather and hazardous community conditions.

ADDITIONAL CONSIDERATIONS

If your employees are employed ‘at-will,’ you should clearly state that fact and include a conspicuous disclaimer in the front of your handbook that the handbook is not an employment contract. You will also want to include a written acknowledgement by the employee that he or she has received, has reviewed, and understands the handbook, to be signed and placed in the employee’s file. While the policies outlined in your employee handbook will reflect your practice’s own unique culture, it is important to consider federal, state and local laws and regulations that may affect your business when drafting the handbook. As such, it is important to have employment counsel review the handbook before you publish and distribute it. f

Check out the Employee Handbook Guide, provided at HR360.com: https://www.hr360.com/Recruitment-and- Hiring/New-Employees/Onboarding/Employee-Handbook- Guide.aspx. Resources are free, but login is required and may be obtained by contacting MDIS at 800-944-7550.