It may include several miscellaneous policies, like:. All handbooks should include an acknowledgment of receipt for employees to sign. Their signature is crucial documentation to show you and the employee that they understand the handbook and will abide by the policies within. If possible, distribute different versions for different states, so your employees understand exactly what policies apply to them. To many people, it means sitting down at the end of the year with a manager to discuss how you conducted yourself over….
The COVID pandemic has spurred many changes in how people work across organizations and industries. Some of these changes e. We interviewed the Director of Human Resources at a longtime customer to find out how they responded and….
Client Login. Request Certificate. Search Site. Welcome Message How do you communicate your values and mission to employees? List the criteria for eligibility, when you can enroll in benefits, and what the critical life events are during which you can change benefits -- such as a marriage or birth of a child. After all the information is assembled into an employee handbook, make sure to vet the document before distributing it to employees. If at all possible, an attorney should be involved in preparing the handbook.
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Getty Images. If you would like information to help you choose the one that's right for you, use the questionnaire below to have our partner, BuyerZone, provide you with information for free:. The policies you need to include in an employee handbook by law may include the following:. Family medical leave policies. The federal government's Family Medical Leave Act requires that employers of certain size must provide employees with up to 12 weeks unpaid leave during any month period for the birth or care of a child, to care for an immediate family member with a serious health condition, or if the employee has a serious health condition.
Many states have their own policies regarding unpaid family leave, as well. Equal employment and non-discrimination policies. Department of Labor requires many businesses to post information stating that the business follows non-discrimination and equal employment opportunity laws in hiring and promotion.
Worker's compensation policies. Many states require that employees be informed of worker's compensation policies in writing. There are a few general disclaimers that every employee handbook should have.
Not a contract. It's important to point out that the handbook is just that -- a handbook -- and does not make any promises about continued employment. Cooper recommends the following wording: "This handbook is not a contract, express or implied, nor does it guarantee employment for any specific length of time. Although we hope our employment relationship will be long term, either the Company or you can end the relationship at any time, with or without notice, with or without reason, to the extent allowed by law.
Handbook trumps previous policy documents. The handbook should make clear that it is the ultimate word on company policies. Predictive employee scheduling regulations aim to improve scheduling practices for part-time and shift workers.
If I only have a few employees, am I subject to wage and hour laws? The regulatory burden increases as your workforce grows. How can I comply with wage and hour laws? It was enacted July 24, Some of the increases to their minimum wage laws were due to scheduled increases. Others were raised due to cost-of-living mechanisms built into minimum wage laws. OvertimeOvertime laws regulate overtime.
Employee overtime is defined by the federal government as hours worked beyond 40 in a workweek. State and local laws may also set rules for overtime. Overtime increases business costs by imposing a multiplier on the pay rate for non-exempt workers.
The most effective way to control employee overtime is through a combination of policy, employee scheduling, and timekeeping work tech that together avoid scheduled overtime and unplanned overtime through clock enforcement.
Ensure HRMS settings support compliance. If you are currently asking about salary history during interviews, this could be illegal in your state. Check with your state Department of Labor. As a result, knowing how to track hours is essential.
Your handbook should explain how employees clock in for shifts. Include rules for meals and breaks , PTO, minimum wage, overtime, and fair workweek, for instance. There may be a lot of documents floating around. Protect yourself from outdated or poorly-written policies that were created before current guidelines. State clearly that the handbook supersedes any other rules. Both of which could contradict official policies or law. At the very minimum, protect yourself by stating that the policies are subject to change.
HR systems with electronic signature make this easy. Newly hired employees can read the policies from an internet connected device then sign that they understand and will follow them. See how these HR departments made their employee handbook come alive. Harkening back to Shakespeare. It is our calling card to be irreverent.
To instruct and amuse. And to speak the truth. Talk with your manager. You can talk directly to a VP in another department. Complete with charming pictures of adorable dogs and cats. You can see it here. Certainly, it takes an ongoing effort to keep the employee handbook up-to-date. This is especially true for small companies without an HR director. In some companies, writing and updating the handbook is a dreaded task. As a result, no one is eager to take ownership and the buck gets passed around.
Secondly, printing costs sink tight budgets. This is unfortunate. After all, small businesses need a good handbook as much as larger ones. Most importantly, know that an outdated handbook can do more harm than good.
In addition, it causes confusion. Furthermore, it can be particularly problematic for new hires. Consider this example: Suppose you have a day waiting period for benefits. What if a new employee assumes health benefits start immediately? Because of this, they end their previous coverage before they are eligible. Then they have a major medical expense.
You are going to have an angry employee with a mountain of medical bills. Here is a better scenario: New hires are emailed a link to the employee handbook as soon as they accept the job offer. The email states explicitly that the new hire must read the handbook ASAP. The handbook clearly explains the waiting period.
The new hire signs their acknowledgment. You could also reiterate the waiting period in the email for good measure. If you have workers in many states, you may need a separate compliance section for each state.
Talk to your business attorney or state Department of Labor. For example, if you are based in California, you may need a separate section for workers in specific cities.
In addition, New York state expanded qualified leave beyond the federal law. When your employee manual is outdated, it reflects poorly on your company. Employees have to ask their manager or the HR staff every time they have a question.
Unfortunately, incorrect information and informal policies can spread through the workforce. Certainly, keeping your employee handbook up-to-date is not simply a matter of convenience. It is necessary for legal compliance. If an employee brings a case against your company, you may be held to the standards in your handbook.
For more information on small business compliance, see HR Compliance Checklist. As mentioned in section two, many states have legalized cannabis. Laws are changing all the time.
For instance, stable scheduling and PTO payout laws are popping up. The best practice is to assign an HR manager to track changes in employment law. Talk to your attorney, Payroll What is payroll? Payroll is the process of compensating employees for time worked. It involves designing a compensation plan, tracking work time, calculating withholdings, issuing paychecks and submitting payroll taxes. How do you process payroll?
This continues through the onboarding process. If your employees belong to a union, you will need copies of the union contracts. Some positions or shifts may require various levels of certifications, education, training, or experience. This will be applicable when you are scheduling employees. Employee TimekeepingAccurate payroll depends on accurate employee time and attendance tracking. During onboarding, managers should show employees how to clock in and out of their shifts.
An automated employee timekeeping system simplifies payroll processing. Payroll ApprovalsAt the end of the payroll period, the employee time tracking information is sent to the payroll administrator. This includes hours worked by the employee. Other pay information must also be sent. This includes any supplemental income earned. Supplemental income can include overtime hours, bonuses, and commissions. Taxes and WithholdingAfter payroll is approved, you calculate withholdings. You have to withhold federal, state, and local taxes.
Make sure you are using the guide for the correct year. Contact your state department of labor for information about calculating and paying state taxes. Contact your local taxing authority for information. If you hire a payroll provider or service, they will figure this out for you.
Deductions and withholdings must be subtracted from gross earnings. This includes state, federal and local taxes. Deduct retirement contributions and healthcare premiums. In addition to providing employees their paycheck, you must include an earnings statement.
Some states require employers provide sick leave accrual information. Local family leave laws may require documentation. In certain industries and locations, you may have to provide overtime documentation. State reports are usually also reported quarterly. Federal anti- Discrimination What is discrimination? Equal Employment Opportunity laws define workplace discrimination as unfair treatment based on race, color, religion, sex including pregnancy, gender identity, and sexual orientation , national origin, disability, age age 40 or older , or genetic information.
Which federal laws address workplace discrimination? While many states laws mirror the federal statutes, some states have additional protections. There are also state-specific laws that require anti-discrimination training. Some states equal opportunity employment laws apply to smaller businesses as compared with the federal laws. Also, many states have added or expanded pay equity laws.
Discrimination can originate with recruiters, supervisors, and rank and file employees. In fiscal year , the EEOC received 72, charges of workplace discrimination. Be aware, however, many states have additional laws related to Discrimination What is discrimination?
By the way, many companies have adopted Discrimination What is discrimination? Employees should be able to find the official address of your new location. You should also communicate purpose and function. The handbook is the best place to list official addresses, site functions and contact information.
Every employee should understand your product or service offering. When new products come out, add them to the product section of your employee manual. Also, list products or services that are no longer offered. Label them discontinued. Employees need an official method for product availability.
Define job roles and employee types to clarify benefits eligibility requirements. You may have full-time employees exempt and non-exempt , part-time employees, independent contractors, seasonal workers, temps or non-residents. Also, outline special considerations or exclusions where needed. Social media use continues to evolve as new platforms emerge.
For your business, it can be a powerful form of communication, promotion, and marketing. It can also be a drain on productivity.
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