These are updates to EmployeeManualBuilder

They are in order as they appear in the left-side menu-tree and labeled respectively.
We’ve updated the master copy of EmployeeManualBuilder, so if you start a new employee policies handbook, these updates are already inserted.
(When you created your handbook originally, the system makes a copy of the master – we cannot access your copy of the handbook, therefore we’ve made it as easy as possible to insert these updates yourself. And a good opportunity to learn the new changes as well as refresh your knowledge of your workplace policies and procedures!)

 

[x] Cover Page / [x] Introduction

Added to the BOTTOM Introduction page, under “These policies supersede any/all previous policies”:

This [[COMPANYNAME]] Employee Policies Handbook replaces and supersedes any and all other editions of [[COMPANYNAME]] Employee Policies Handbooks, memoranda, or other [[COMPANYNAME]] policies whether written, or oral.

Nothing in this handbook will be interpreted, applied, or enforced to interfere with, restrain, coerce employees or unlawfully restrict an employee’s right to engage in any of the rights guaranteed to them by Section 7 of the National Labor Relations Act, including but not limited to, the right to engage in concerted protected activity for the purposes of improving working conditions.

Also, should any provision in this Employee Policies Handbook be found to be unenforceable and invalid, such finding does not invalidate the entire [[COMPANYNAME]] Employee Policies Handbook, but only that particular provision.

 

[x] Policies Manual Intro Memo / [x] Receipt & Acknowledgement

ADD both paragraph to the BOTTOM of the letter, just above “Understood & Agreed”:

Reporting workplace concerns, problems, and suggestions

I understand that I can report any workplace concerns, problems, and suggestions with my immediate Supervisor, Human Resource representative or management. If the nature of the matter is such that I would prefer not to discuss it with a particular person, I may discuss it with any level of management without fear of reprisal.

I may also contact the Employee Action Hotline at [(000)-000-0000] to report discriminatory conduct, fraud, harassment, hostile work environment issues, illegal activity, misconduct by employees and/or supervisors, retaliation, safety violations, or workplace violence. I understand I may report via the action hotline anonymously.

 

[x] Starting to Work / [x] Introductory Period

When and where possible, we like to include links to useful articles and information that will help your people be better, more successful employees – all to your company’s advantage.

From the Harvard Business Review

3 Questions to Keep You Focused in a New Job

Your first few months in a job have a major impact on whether you succeed. Many people have trouble deciding where to focus their energy early on, so use three questions to guide you.

• “How will I create value? Know what is expected of you, by when, and how your progress will be assessed. Consider the interests of all stakeholders (not just your boss), and keep in mind that the answer to the question may shift over time.
• “Whose support is critical? The company has a political landscape — learn to navigate it. Learn who has power and influence, and then build alliances with them. If you can help them accomplish their goals, they may return the favor later on.
• “What skills do I need? The abilities that got you the job may not be the same ones you need now. The sooner you understand what you should acquire and develop, the better.

Adapted from “5 Questions to Ask When Starting a New Job,” by Michael D. Watkins

 

[x] Hiring Guidelines / [x] Equal Employment Opportunity

Revised the opening sentences:

[[COMPANYNAME]] is an equal opportunity employer and selects employees on the basis of merit, performance, qualifications, and skills.

Discrimination Prohibited

We do not discriminate in employment opportunities or practices on the basis of any protected class. We are committed to compliance with all applicable laws providing equal employment opportunities. Unlawful discrimination against job applicants, employees, or unpaid interns by any of our employees is strictly prohibited.

This policy governs all aspects of employment, including hiring, promotion, job assignment, compensation, discipline, access to benefits, training, termination or other aspects of employment.

 

[x] Hiring Guidelines / [x] Americans with Disabilities Act

Renamed policy:

Reasonable Accommodation of Disabilities

This section applies only to employers with 5 or more employees.
You do not insert this policy unless you have 5 or more employees.

Add this sentence to the top.

The Americans with Disabilities Act (ADA) and the Fair Employment and Housing Act (FEHA) protect qualified employees with disabilities from discrimination in the workplace.

Add this sentence to the TOP of “Procedure for Requesting Accommodation:

At no time will we discriminate, harass, or retaliate in any way against you for making your accommodation request.

 

[x] Work Schedule / [x] Absence

Replace just the entire first paragraph only. (Added, “absences protected by law…”)

From time to time, it may be necessary for you to be absent from work. We at [[COMPANYNAME]] are aware that emergencies, illnesses, pressing personal business or absences protected by law that cannot be scheduled outside your work hours may arise. Personal Time Off days have been provided for this purpose.

 

[x] Work Schedule / [x] Meals & Rest Breaks

Add to the TOP of the section:

Failure to take meal or rest periods is a violation of Company policy. If you are not provided with a meal or rest break, or your breaks are interrupted, you must notify a supervisor immediately. Failure to abide by this policy will result in discipline up to and including termination.

If you wish to take an authorized rest period and believe you are unable to, you must speak with your Supervisor who will ensure that you get a rest period.

 

[x] Meals & Rest Breaks (California)

Replace 3^rd bullet point with all of these:

• Whenever you work more than five hours in any workday, you are authorized and permitted a minimum sixty (60) minute unpaid, uninterrupted, duty-free meal period during which time you will be relieved of all duty and free to leave the premise. Your Supervisor may schedule such meal periods and post the schedule.
• The meal period should be taken prior to completing your fifth hour of work unless you are scheduled to work six hours or less, and we mutually agree in writing that the meal period may be waived.
• You are also authorized and permitted a second unpaid, uninterrupted, duty-free meal period of thirty (30) minutes whenever you work for a period of more than 10 hours in any workday. The second meal period should be taken prior to the beginning of your 11th hour of work, unless you are scheduled to work 12 hours or less, and we agree in writing not to take a second meal period.
• Notify a Supervisor if you are not provided a meal break or it is interrupted.
• Lactation – If you request an accommodation in order to express breast milk during the workday, you will be granted a reasonable amount of time, to run concurrently if possible, with paid rest periods already provided. Time taken for this purpose that exceeds rest period time already provided will be unpaid.

 

[x] Work Schedule / [x] Emergency Weather Conditions

Add to the BOTTOM of the section.

Hot Weather

Employees will be allowed and encouraged to have recovery time periods when hot weather conditions are severe. You will not be required to work during any “recovery period” mandated by any applicable statute, regulation, standard or order of OSHA or Cal/OSHA. “Recovery period” means a cool down period afforded an employee to prevent heat illness.

Please see [[COMPANYNAME]]’s Injury & Illness prevention Plan (IIPP)(Under the “Procedures” tab / Safety Plan) for details regarding High Heat Procedures.

 

[x] Payroll Mechanics / [x] Mandatory Payroll Deductions

Add to the END of the section:

You should notify your manager if you have a question regarding the calculations of your paycheck; any corrections will be noted and will appear on the following check.

 

[x] Payroll Mechanics / [x] Payroll Schedule

Add to the END of “Semi-Monthly” / “Bi-Weekly” or “Weekly” sections:

During weeks in which the regular payday falls on a holiday, all paychecks will be issued to you on [the last regular workday preceding/the first regular workday following] the holiday. Should we change the payday schedule, you will be given at least seven calendar days’ advance notice of the change.

 

[x] Payroll Mechanics / [x] Paycheck Distribution

Add to the END of the section:

If you wish to have someone else pick up your paycheck, you must give a written authorization to HR / payroll each time.

 

[x] Government Required Insurance Coverage / State Disability Insurance (CA)

Added this paragraph to both “Government Required Insurance Coverage” / “State Disability Insurance” (SDI) – (California) as well as under “Time-Off – Paid” / “Sick Time (Required)” – (California):

Paid sick leave will be integrated with California State Disability Insurance (SDI) benefits and/or workers’ compensation insurance benefits in such a way that the total sick leave benefits paid by the Company, and those you receive from SDI or workers’ compensation insurance, will not exceed 100 percent of your regular weekly wage based on your regular straight-time hourly rate of pay.

 

[x] Time-Off – Paid / [x] Sick Time (Required) (California & Michigan)

Added the following paragraph:

If the need for paid sick leave is foreseeable, you must provide reasonable advance notice to your Supervisor. If the need for paid sick leave is unforeseeable, you must provide notice to your Supervisor as soon as practicable. Appointments should be scheduled either at the beginning or the end of your workday whenever possible. If you become sick during the day, you must inform your Supervisor before you leave the facility.

 

[x] Time Off – Paid / [x] Holidays

Add these 2 paragraphs at the end of the TOP section: “Paid Holidays”:

When the facility is closed for the holiday, eligible employees will be paid for such observed holiday on the basis of [00] hours pay at the eligible employee’s regular straight-time hourly rate of pay.

When the facility is closed for the holiday, eligible part-time employees will be paid for such holidays on a prorated basis.

 

[x] Time Off – Unpaid

Add to BOTTOM of section

You will not accrue seniority during your leave, but you will not forfeit any previously accrued seniority.

 

[x] Time Off – Unpaid / [x] Military Leave (California)

Add to BOTTOM of section

Civil Air Patrol Leave

Volunteer members of the California Wing of the Civil Air Patrol may take up to 10 days of unpaid leave per year when called to respond to an emergency operational mission. To qualify for this leave you must be an employee for at least 90 days immediately preceding the commencement of the leave and you will be required to give us as much notice as possible of the intended leave dates.

 

[x] Time Off – Unpaid / [x] Pregnancy

Copy and replace the ENTIRE section

[[COMPANYNAME]] may grant an unpaid leave of absence for illness, disability or pregnancy. To request a disability leave of absence from your Manager, you should submit, or have someone submit for you, a statement of ill health or disability from your doctor. (Pregnancy is treated, for the purposes of this policy, the same as an illness or disability.) An approved disability leave may be granted for up ninety (90) days. If necessary, you may request extensions in thirty (30) day increments for a maximum of one (1) year. Whenever possible, you are required to give as much notice as possible of your pending need for a disability leave of absence.

This paragraph should be included for companies with employees IN California.

In light of laws unique to the State of California, employees located in California who are affected by pregnancy also are entitled to transfer to a less strenuous or hazardous position or to less strenuous or hazardous duties if the transfer is medically necessary and can be reasonably accommodated by [[COMPANYNAME]]. Moreover, [[COMPANYNAME]] will make reasonable accommodations for California employees affected by pregnancy unless undue hardship would result.

This paragraph should be included for companies with employees NOT IN California.

Any employee affected by pregnancy who requires an accommodation in order to perform essential functions of her job should contact the [[HR Manager]] to request such an accommodation and specify what accommodation she needs to perform the job. [[COMPANYNAME]] then will conduct an investigation to identify the barriers that make it difficult for the employee to have an equal opportunity to perform her job. [[COMPANYNAME]] will identify possible accommodations, if any that will help eliminate the barrier. If the accommodation is reasonable and will not impose an undue hardship, the company will make the accommodation.

Pregnancy Leave

Disability on account of pregnancy, childbirth or related medical conditions will be treated no less favorably than any other disability, and an employee on leave for any such condition shall be eligible for the same disability leave as any other medically disabled employee. In addition, if requested by an employee affected by pregnancy and recommended by her physician, [[COMPANYNAME]] considers proposed changes in work assignments, requests for transfers of job duties and other accommodations for pregnant employees. In some such cases and to the extent permitted by law, an employee’s compensation may be adjusted to reflect reduced responsibilities or hours worked under such circumstances. Employees should direct any such requests to [[HR Manager]].

In the case of pregnancy, please inform your manager as soon as possible of the date you and your doctor anticipate that you will begin your leave. Your job status will be protected in that we will make every effort to hold your position open, or return you to a similar position if one is available, for which you may be qualified.

Pregnancy leave usually will begin when ordered by the employee’s physician. The employee must provide [[COMPANYNAME]] with a certification from a health care provider. The certification indicating disability should contain:

1. The date on which the employee became disabled due to pregnancy;
2. The probable duration of the period or periods of disability, and
3.  An anticipated date when you will be able to return to your job or job duties
4. A statement that, due to the disability, the employee is unable to perform one or more of the essential functions of her position without undue risk to herself, the successful completion of her pregnancy, or to other persons.

As with all other medical leaves of absence, returns from maternity leave will be allowed only when the employee’s physician provides a written release certifying that the employee is fit to return to work.

The ultimate duration of an employee’s pregnancy leave will be determined by the advice of the employee’s physician, but employees who are certified by their physician to be disabled by pregnancy may take up to four months of leave. Part-time employees are entitled to pregnancy leave on a pro rata basis based on the employee’s regular part-time schedule. The four months of leave includes any period of time for actual disability caused by the employee’s pregnancy, childbirth or related medical condition, including but not limited to leave for severe morning sickness and for prenatal care.

In the event your leave exceeds the anticipated date of return, it is your responsibility to provide further certification from your health care provider that you are unable to perform your job or job duties and the revised anticipated date of return.

Leave does not need to be taken in one continuous period of time and may be taken intermittently, as needed. If an employee returns to work from an approved pregnancy disability leave before the lapse of the maximum leave period and thereafter is granted one or more additional leaves for the same disability, the additional leaves may continue until the employee has spent a combined total of four months absent from work over a 12-month period due to the disability.

Under most circumstances, upon submission of a medical certification that an employee is able to return to work from an approved pregnancy disability leave; the employee will be reinstated to the same position she held at the time the leave began. However, an employee returning from a pregnancy disability leave has no greater right to reinstatement than if the employee had been continuously employed rather than on leave. For example, if the employee on pregnancy disability leave would have been laid off had she not gone on leave for reasons unrelated to her pregnancy, or if the employee’s position has been eliminated for reasons unrelated to her pregnancy and there are no equivalent or comparable positions available, then the employee would not be entitled to reinstatement to her prior position. In such circumstances, the employee will be offered a comparable position at [[COMPANYNAME]] if one is available.

 

[x] Time Off – Unpaid / [x] School Involvement

Replace entire section:

NOTE TO EMPLOYER: This technically applies to employers with 25 or more employees working at the same location, but we believe it a good idea to for every parent no matter how many people you employ. 

We encourage you to participate in the school or child care activities of your child(ren).

Employees in [[STATE]] who are the parent or guardian of a child may be eligible to take unpaid time off from work to participate in activities of the child’s school, licensed day care facility, or childcare – related activities and enrollment. You may also use this time to address a childcare provider or school emergency, including unexpected closure, natural disaster, or discipline problems.

[[COMPANYNAME]] may require written documentation concerning the activity from the school or licensed daycare facility as proof that the employee participated in school activities on a specific date and at a particular time. Please contact your Manager for additional information or to request time off.

The law provides for leave as follows:

Employees who are a parent, guardian, or grandparent, having custody of one or more children in kindergarten or grades 1 to 12 as well as preschool children attending a licensed day-care facility or who are with a licensed a childcare provider are covered per calendar year.

Employees covered by the law may take off up to 40 hours each school year, not to exceed eight hours in any calendar month of the school year, to participate in activates of the school or licensed day care facility.

Before taking the leave, the employee must give reasonable notice of the planned absence to the employer.

If both parents are employed by the same employer at the same work site, the planned absence applies only to the parent who first gives notice to the employer. The other parent may take a planned absence at the same time for the same child only if the employer approves the requested time off.

The employee must use existing PTO, Vacation or Personal leave for the planned absence or may take leave without pay with the employer’s approval.

Employees will not be discriminated against because the employee has taken time off to participate in school activities.

See also “School Visits” under “Paid Time Off” above.

If you need further clarification, please contact [[HR Manager]].

 

[x] Time Off – Unpaid / [x] Other Disability Leave

Add to BOTTOM of section:

On-the-Job Illness / Injury Related Leave

[[COMPANYNAME]] will grant a workers’ compensation disability leave if you have an occupational illness or injury in accordance with state law. We will try to reasonably accommodate you with modified work, where such work would be appropriate and is available.

[Include if you are an FMLA/CFRA Employer]:

If you are eligible for a FMLA/CFRA leave, then leave taken for workers’ compensation disability will run concurrently with FMLA/CFRA leave.

Neither the Worker’s Compensation insurer nor the Company will be responsible for payment of workers’ compensation benefits for any injury that arises out of your voluntary participation in any off-duty athletic, recreational, or social activity that is not part of your work-related duties. (Workers’ compensation fraud is cause for immediate termination.)

 

[x] Time Off – Unpaid / [x] [?] Victim of Violent Crime

All NEW section – ADD BELOW Section above:

Victims of Domestic Abuse, Sexual Assault, or Stalking 

NOTE TO EMPLOYER: All California employers must provide victims of domestic violence sexual assault or stalking with time off to handle legal matters and must also provide reasonable accommodation.

Employers with 25 or more employees must provide these victims time off for medical treatment.

It is strongly recommended that all employers provide employees with the following notice.

If you are a victim of domestic violence, sexual assault or stalking, [[COMPANYNAME]]  will not discriminate against you for taking time off from work to obtain or attempt to obtain any relief, including but not limited to, a temporary restraining order, restraining order, or other injunctive relief to help ensure the health, safety or welfare of yourself or your child(ren); taking time off to appear in court to comply with a subpoena or other court order as a witness in any judicial proceeding.

Insert this section only if you have 25 or More Employees

Time off will also be granted, if you are a victim of domestic violence, sexual assault or stalking and need to take time off from work to seek medical attention for injuries caused by the domestic violence or sexual assault, to obtain services from a domestic violence program, to obtain psychological counseling related to the domestic violence or sexual assault, or to participate in actions to increase safety from future domestic violence or sexual assault, including temporary or permanent relocation.

Please provide your manager with reasonable advance notice before you take time off. If, however, you are unable to provide advance notice, please provide proof explaining the reason for your absence within a reasonable time. Proof can be a police report, court order, or doctor’s or counselor’s note or similar document

You may use available PTO, vacation, personal leave, or accrued paid sick leave for your absence. Even if you don’t have paid leave available, you still have the right to unpaid time off. 

You can ask for a reasonable accommodation to make sure you are safe at work. To facilitate your request, you will need to provide a signed statement certifying that your request is for a proper purpose. We will also need proof of your status as a victim of domestic violence. (Any of the proof described above is acceptable.)

Leave of Absence – Time Off for Crime Victims 

We will not discriminate against you in any way if you must take time off to appear in court to comply with a subpoena or other court order as a witness in any judicial proceeding. You may take time off from work, without fear of discrimination, harassment, or retaliation if you, an immediate family member (spouse, registered domestic partner, child, step-child, brother, step-brother, sister, step-sister, mother, step-mother, father, or step-father) are a victim of a violent or serious felony, or of felony theft or embezzlement.

If you are a crime victim and suffered direct or threatened harm, you may also be granted leave to be heard at any proceeding where your rights are at issue. Please contact our HR manager for more information regarding leave for proceedings involving crime victims’ rights.

 

[x] Time Off – Unpaid / [x] Family Medical Leave (FMLA)

Added the following paragraphs to the TOP of the section (just below the, ”Please Note: The Family…” paragraph) and the paragraphs in italics:

If eligible, you may receive up to a total of 12 workweeks of unpaid leave during a 12-month period (26 weeks for military caregiver leave). A 12-month period begins on [employee’s anniversary date, fiscal year, the date of your first use of federal family and medical leave]. Successive 12-month periods commence on [calendar year, employee’s anniversary date, fiscal year, the date of your first use of such leave after the preceding 12-month period has ended]. Leave may be used for one or more of the following reasons:

• An employee who is the spouse, son, daughter, parent, or next of kin of a covered service member shall be entitled to a combined total of 26 workweeks of leave during a12-month period to care for the service member.

Under some circumstances, you may take family and medical leave intermittently – which means taking leave in smaller blocks of time – or by reducing your normal weekly or daily work schedule.

Spouses who work for [[COMPANYNAME]] may take a combined total of 12 workweeks of leave. For purposes of bonding with a new child. Certain restrictions on these benefits may apply.

If your spouse works for [[COMPANYNAME]], you may take a combined total of 26 workweeks of military caregiver leave in a 12-month period This limitation also applies to a combination of military caregiver leave and leave for the other qualifying reasons.

Should a leave or an extension be requested and granted providing for leave longer than 12 workweeks in any 12 month period, such leave or extension will generally not contain a guarantee of reinstatement to the same or an equivalent position (26 weeks for military caregiver leave). We will grant leaves and extensions in accordance with state and federal law in effect at the time the leave is granted. You will be advised at the time the leave or extension is granted what conditions apply to that leave or extension.

 

[x] Time Off – Unpaid / [x] Family Medical Leave / New Parent Leave

Added NEW sub-section under Paid Family Leave:

New Parent Leave

We will grant leave to new parents in accordance with state law in effect at the time the leave is granted. To be eligible for New Parent Leave Act benefits, you must: (1) have worked for us for a total of at least 12 months; (2) have worked at least 1,250 hours over the previous 12 months; and (3) work at a location where at least 20 employees are employed within 75 miles.

If eligible, you may receive up to a total of 12 weeks of unpaid leave during a 12-month period. Leave may be used for the purpose bonding with a new child within one year of the child’s birth, adoption, or foster care placement.

Should a leave or an extension be requested and granted providing for leave longer than 12 workweeks in any 12-month period, such leave or extension will generally not contain a guarantee of reinstatement to the same or an equivalent position. You will be advised at the time the leave or extension is granted what conditions apply to that leave or extension.

 

[x] Professional Standards / [x] Open Communication

Easier if you just copy and paste / replace this entire section:

Open Communication Policy

Successful working conditions and relationships depend upon successful communication. [[COMPANYNAME]] asks you to be aware of procedures, policies and general information, we also request you communicate your ideas, suggestions, personal goals, or problems as they affect your work.

It is the responsibility of every employee to communicate openly to resolve work-related problems. Complaints and frustrations should be voiced in a timely, appropriate, and constructive manner.

In addition to the exchange of information and expression of ideas which occur daily, please ensure that you are aware of, and utilize all [[COMPANYNAME]] methods of communication, including this Employee Policies Handbook, discussions with your Manager, memoranda, staff meetings, newsletters, training sessions, and company e-mail and intranet.

We expect you to voice your opinions and contribute your suggestions to improve the quality of

[[COMPANYNAME]]. Open communication is also one of [[COMPANYNAME]]’s “Core Values” stated above. (Please also take a look at the “Suggestions” Policy under Standards of Conduct section.)

[[COMPANYNAME]] encourages you to discuss any issue you may have with a co-worker directly with that person. If a resolution is not reached or you do not feel comfortable approaching that person directly, arrange a meeting with your Manager to discuss any concern, problem, or issue that arises during the course of your employment. Any information discussed in an Open Communication meeting is considered confidential.

If your Manager cannot resolve the matter or if you are not comfortable taking a specific issue to your Manager, generally the next step would be to bring it to the attention of a company officer.

Please remember it is counter-productive for employees to create or repeat rumors or office gossip. It is more constructive for an employee to consult his/her Manager immediately with any questions.

Open Door Policy

We also believe in direct access to management. We are dedicated to making [[COMPANYNAME]] a company where you can approach your manager, or any member of management, to discuss any problem or question. [[COMPANYNAME]] has an open door policy. Each employee deserves the right and privilege to communicate any suggestions, concerns or questions and each item deserves fair and honest consideration.

We are interested in listening to your concerns, problems, and suggestions — you may be closer to the action and have a better perspective on issues we should address ASAP.

[[COMPANYNAME]] encourages you to speak freely with your manager and/or members of management about work-related concerns and problems.

We prefer that you follow the usual reporting channels to find a solution, starting with your immediate supervisor, Human Resource representative or management, but we understand that there are circumstances where you may not be comfortable with the usual reporting channel. If the nature of the matter is such that you would prefer not to discuss it with a particular person, you should discuss it with the next level of management, or any other supervisor, without fear of reprisal.

Employees should immediately report any incidents of discrimination, harassment retaliation, workplace safety violations, workers compensation abuse, potential workplace violence situations or any workplace ethic violations.

Employees with information or concerns about any form of harassment should consult the terms of the policy on “Unlawful Harassment” for applicable procedures. Nevertheless, if any kind of harassment is the issue, speak immediately with your manager (If it’s from your manager, please contact our [[HRMANAGER]] ASAP.)

No Recording Policy

[[COMPANYNAME]] understands that in the course of your work and in the evaluation of your performance, there will be frequent opportunities for private and confidential discussions, with your manager. We respect the privacy and confidentiality of such communications. [[COMPANYNAME]] believes that such non-consensual recording is inconsistent with an environment which nurtures open and frank interchange with our employees.

 

[x] Workplace Policies / [x] Office Dating / Romance

NEW! (Optional) Add this policy between Music and Pets at Work

[[Company Name]] is often focused on recruiting top talent, analyzing the productivity and performance of our staff, but we also are aware and conscious that our employees are, in fact, human.

Should you develop an appropriate and bona-fide romantic relationship with another [[Company Name]] employee, contractor, vendor, or customer, the best-practice is to communicate the nature of your relationship with HR.

Professional behavior is always required in the office and at company off-site meetings and events, and any relationship issues / problems must be handled away from our workplace or company events.

Disclosing your in-office relationship will not affect your career path or reputation. Disclosing a workplace relationship does not mean employees have to admit their relationship to their coworkers, which may help to alleviate fear of office rumors and gossip.

By enforcing strong but empathetic HR policies, [[Company Name]] wants to ensure that our people feel respected should you meet someone in the office and protected if you are mistreated by a superior or colleague.

See also the sections on Harassment below (under Prohibited Conduct)

 

[x] Information Systems Usage / [x] Overview

Replace the entire Overview with…

[[COMPANYNAME]] provides access to electronic communication devices, equipment, and technology, including, but not limited to, telephones, electronic mail, voice mail, computers and the Internet. We may utilize surveillance equipment in the interior and exterior areas of our office buildings.

This policy defines the appropriate use of various forms of electronic communication at [[COMPANYNAME]] including, but not limited to computers (personal, lap-top), e-mail, telephones (mobile), voicemail, fax machines, and all online services paid for by the [[COMPANYNAME]], including the internet and intranet. All electronic communications, including all software and hardware, are and remain at all times the sole property of [[COMPANYNAME]]. This may also include policies regarding electronic monitoring and recording and computer video cameras.

[[COMPANYNAME]] property, including computers, electronic mail and voice mail, should only be used for conducting company business and the use of these systems at all times is subject to this policy. This Policy applies to all employees, contractors and others who use the Company’s information and communication systems. Not complying with this policy is grounds for corrective action up to and including termination.

Incidental and occasional personal use of company computers and our voice mail and electronic mail systems is permitted, but information and messages stored in these systems will be treated no differently from other business-related information and messages, as described below.

Harassment, non-discrimination, and solicitation policies all extend to such use. Sending, saving or viewing offensive material on the Internet is prohibited. Similarly, e-mail, text, voice mail, or other digital messages may not contain content that is offensive or disruptive to any employee. Offensive material includes, but is not limited to, sexual comments, jokes or images, racial slurs, gender-specific comments or any comments, jokes or images that would offend someone on the basis of his or her age, disability, gender, race, religion, national origin, physical attributes, sexual orientation or any other characteristic or activity protected by applicable law. Any use of the Internet, company provided equipment or other electronic systems to harass or discriminate is strictly prohibited.

You are responsible for the content of all
text, audio or images that you place or send.

All messages communicated on the Internet or company provided equipment should have your username attached. Messages may not be transmitted using someone else’s name or under an assumed name. If you wish to express personal opinions on the Internet, you are encouraged to obtain your own user name on other Internet systems

 

[x] Company Property / [x] [?] Personal Use of Company Property

Revised the entire policy to read:

[[COMPANYNAME]] property includes, but is not limited to Company vehicles, equipment, tools, office equipment, documents and files. Company property may only be used on authorized jobs and may not be used by employees for personal purposes. At no time may an employee or friend/relative of an employee remove or keep in their personal possession any property without approval from the [Owner/President/Manager]. We reserve the right to notify the appropriate authorities with the names of the individuals involved in the unauthorized possession of [[COMPANYNAME]] property.

— OR —

Employees may be allowed to borrow certain [[COMPANYNAME]] tools or equipment for their own personal use on their own personal time while on our premises with prior approval from your supervisor.

[[COMPANYNAME]] property may not be taken off of premises to be utilized for your personal use. You understand and agree that [[COMPANYNAME]] is not liable for any personal injury incurred while using company property for personal projects. As a [[COMPANYNAME]] employee, you accept full responsibility for any and all liabilities for injuries or losses which may occur, or for any malfunction of equipment.

You are responsible for returning the equipment or tools in good condition and you agree to pay for any damages that occur while using the equipment or tools for personal projects.

 

[x] Restrictions on Conduct / [x] Vendor Loyalty Programs

New – Add below “Gifts & Gratuities”:

[[COMPANYNAME]] deserves to benefit from our vendor’s loyalty programs. These are viewed as profit-enhancing trade discounts.

This policy speaks to potential conflicts of interest. For example: Is the shipping guy perhaps using FedEx because it’s the best, most economical option for the company or is he using them just because he’s personally collecting the loyalty program bonuses?

When registering for any vendor loyalty program for products or services provided to [[COMPANYNAME]], you must always insert the information making [[COMPANYNAME]] the beneficiary of such vendor loyalty programs.

Notify your manager of any/all such program offers as they may affect management decisions regarding future purchases of products and services from the vendor.

Any violation of this policy will be treated as a “Conflict of Interest” as described above

This policy does not apply to frequent flyer miles you may earn when booking travel, even for company purposes.

 

[x] Safety

Replaced the first paragraph with these two:

[[COMPANYNAME]] is committed to providing and maintaining a healthy, safe and secure working environment for all employees and we are dedicated to meeting OSHA standards and complying with regulations governing injury, illness, accident prevention, and employee safety to the best of our abilities. Maintaining a safe work environment; however, requires the continuous cooperation of all employees.

Every employee is expected to contribute his or her best efforts to making our workplace safe for everyone. We encourage you to bring to any concerns you may have about hazards, safety, OSHA, and/or procedures to your manager’s, HR’s, or our Responsible Safety Officer’s attention.

 

[x] Safety / [x] Accident Reporting

Add anywhere within this policy – more of an FYI that these forms are available in the Business Power Tools dashboard:

See the forms under “Procedures” (tab) / “Incident Reporting” (yellow tile)

 

[x] Substance Abuse / [x] Drug-Free Workplace Policy

Revised the entire policy:

[[COMPANYNAME]] is committed to providing a safe, drug-free workplace and to protect the interests of our employees and customers. [[COMPANYNAME]] policy prohibits anyone from using, possessing, selling, distributing, manufacturing, purchasing or being under the influence of alcohol, illegal drugs, intoxicants, or controlled substances while performing work for [[COMPANYNAME]], while on [[COMPANYNAME]] premises or on company business, including operating vehicles leased or owned by Company.

This requirement is based upon the fact that any measurable amount of an illegal drug may render the employee physically or mentally impaired. While we recognize your right to your own lifestyle, we will not accept the risk that on-the-job or off-the-job drug abuse by you may cause or contribute to accidents or other job performance problems.

[[COMPANYNAME]] will impose disciplinary action up to and including termination of employment

For purposes of this policy, the use of, or working under the influence of, any controlled substance, including prescription or over-the-counter drugs, if such use or influence may affect the safety of co-workers, members of the public, your job performance, or the safe or efficient operation of our facility, is prohibited.

Any employee who is using prescription or over-the-counter drugs that may impair the employee’s ability to safely perform their job, or affect the safety or well being of others, must notify their manager of such use immediately before starting or resuming work.

Violation of these rules and standards of conduct will not be tolerated. Each situation will be evaluated on a case-by-case basis. [[COMPANYNAME]] may also bring violations to the attention of appropriate law enforcement authorities.

 

[x] Substance Abuse / [x] Legal Implications & Help

Added new paragraph to the bottom of that section:

[Employers with 25 or More Employees include]:

We will reasonably accommodate an employee who wishes to participate in an alcohol or drug rehabilitation program. There will be a guarantee of a job upon the employee’s timely return from the approved leave. If you are unable to perform your duties, or cannot perform the duties in a manner which would not endanger your health or safety or the health or safety of others, because of your current use of alcohol or drugs, you may be subject to discipline, without regard to your eligibility for a leave of absence.

 

[x] Prohibited Conduct / [x] Harassment

Replace the ENTIRE section with this updated text:

Unlawful Harassment

Treat each other with civility & dignity

[[COMPANYNAME]] intends to provide a work environment that is pleasant and professional in which all individuals are treated with respect and dignity—free from intimidation, hostility or other offenses which might interfere with work performance.

Each person has the right to work in an atmosphere that promotes equal opportunities and prohibits discriminatory practice, including harassment. According to applicable law, [[COMPANYNAME]] has a strict policy against discrimination, harassment, and retaliation of any type as well as other disrespectful or other unprofessional conduct, based on age, ancestry, color, creed, disability (physical or mental), gender, gender identity, gender expression, genetic information/ characteristics, marital status, medical condition (including pregnancy), military status, national origin, physical or mental disability, race, religion (including religious dress and grooming practices), sexual orientation/preference, transgender, veteran status, or any other basis, characteristic or activity protected by federal, state, or local law. All such harassment of any sort – physical, verbal, visual – is unlawful and will not be tolerated.

We also prohibit discrimination, harassment, retaliation, disrespectful or unprofessional conduct based on the perception that anyone has any of the above characteristics or is associated with a person who has or is perceived to have any of those characteristics.

Our policy prohibiting harassment applies to all persons involved in operations of the company. It covers harassment of any applicants, contractors, employee, unpaid interns, vendors, volunteers, or anyone who has a business, service, or a professional relationship with [[COMPANYNAME]].

Conduct prohibited by these policies is unacceptable in the workplace and in any work-related setting, such as during business trips, business meetings and business-related social events.

Prohibited harassment, disrespectful or unprofessional conduct includes many forms of offensive behavior. Harassment can be:

• Verbal (ex: derogatory comments or jokes, epithets, messages, slurs, social media posts, unwanted invitations, or any communication through any type of electronic media that is harassing or discriminatory)
• Visual (ex: cartoons, digital material, displays of derogatory or sexually oriented written or graphic material, gestures, photography, posters,)
• Physical (ex: assault, unwanted touching, or intentionally blocking one’s normal movement; and
• Threatening, intimidating or hostile acts
• Negative stereotyping
• Retaliation for reporting harassment or threatening to report harassment

These behaviors may also be violations of this policy:

• Making sexually suggestive comments, jokes, advances or offering employment benefits in exchange for sexual
• Teasing, bullying, making fun of or making derogatory remarks about someone’s age, race, sexual orientation, disability or
• Posting, passing around or displaying sexually suggestive or obscene printed materials or
• Gender-based harassment including harassment by someone of the same sex as the

Additionally, abusive conduct, defined as any conduct of an employer or employee in the workplace, with malice, that a reasonable person would find hostile, offensive, and unrelated to an employer’s legitimate business interests will not be tolerated.

Non-Retaliation

Retaliation of any sort will not be permitted. [[COMPANYNAME]] prohibits any employee from retaliating in any way against anyone who has raised any concern about sexual harassment or discrimination against another individual. No adverse employment action will be taken for any employee making a good faith report of alleged harassment.

It is prohibited for supervisors, managers and co-workers, as well as third parties such as vendors or customers, to retaliate against an employee because the employee has complained about discrimination, harassment, retaliation, abusive conduct, or participated in an investigation, proceeding or hearing based on such a complaint. Retaliation is a serious violation of this policy.

See also “Reporting Harassment” below.

 

[x] Prohibited Conduct / [x] Reporting Harassment

Replace the ENTIRE section with this updated text:

[[COMPANYNAME]] wants every individual to know that the following procedures exist to report any harassment. These procedures should be followed whenever an individual believes that he or she has been the subject of harassment or observes or has knowledge of a violation of [[COMPANYNAME]]’s policy on harassment. Particularly, anyone in a management position who observes or has knowledge of a violation of the [[COMPANYNAME]]’s anti-harassment policy (whether or not a complaint has been filed) has an obligation to report the situation to the [[HR Manager]].

A Step-by-Step Guide to Documenting Sexual Harassment
What to know about collecting evidence, whether you’re a victim or a bystander

All employees are responsible for creating and maintaining a positive work environment. If you believe you have been a victim of discrimination, harassment, retaliation, or if you have witnessed discrimination, harassment, or retaliation that violates our policy, it is important that you take steps to address it immediately so that complaints can be promptly and fairly resolved.

All managers and supervisors are responsible for preventing and eliminating harassment, including sexual harassment, in their respective departments.

Any incidents of harassment must be immediately reported to a manager or other management representative. Appropriate investigation and disciplinary action will be taken. All reports will be promptly investigated with due regard for the privacy of everyone involved. However, confidentiality cannot be guaranteed. Any employee found to have harassed a fellow employee or subordinate will be subject to severe disciplinary action up to and including termination. [[COMPANYNAME]] will also take any additional action necessary to appropriately remedy the situation.

If you have any questions concerning this policy, please contact Human Resources.

Complaint Procedure

Should you believe that you are being, or have been, subjected to a form of harassment prohibited by this policy, you should notify your Manager immediately.

The privacy and confidentiality of the employee filing the report and the employee under investigation shall be respected at all times, but given the nature of the complaint it cannot be guaranteed.

Sexual harassment is considered to be a major violation of company policy and will be dealt with accordingly by corrective counseling, suspension, or termination, depending upon the severity of the violation.

While [[COMPANYNAME]] encourages you to communicate directly with the alleged harasser, and make it clear that the harasser’s behavior is unacceptable, offensive or inappropriate, and to please stop, it is not required that you do so. Nevertheless, it is imperative that you notify your manager or our HR Manager immediately even if you are not sure the offending behavior is considered harassment.

• Report the incident or conduct in question promptly to your manager. The complaint may be verbal or written. If you are uncomfortable discussing the matter with your manager, you may report the incident or conduct to the CEO or the [[HR Manager]].
• You should also feel free to report the incident or conduct even if in the past it was not reported, or if you have taken some time to decide to make the complaint.
• Supervisors are required to report any incidents/complaints of discrimination, harassment, or retaliation of which they observe or become aware immediately to the [HR Manager / CEO].

Our policy is to listen to all reasonable complaints, investigate with due regard for confidentiality, and quickly take appropriate action to end any harassing behavior.

A prompt, fair, thorough and objective investigation of the complaint will be conducted by an impartial and qualified person. Documentation will be maintained to ensure reasonable progress. The investigation may include individual interviews with the parties involved and, where necessary, with individuals who may have observed the alleged conduct or may have other relevant knowledge. Reasonable conclusions based upon the evidence collected will be reached and the complaint will be closed in a timely manner.

If [[COMPANYNAME]] determines that a complaint of prohibited harassment is substantiated, appropriate corrective action will be taken and may include, but is not limited to, counseling, discipline, reassignment, and/or written reprimands, suspension without pay, training, up to and including termination – commensurate with the facts and circumstances, and depending upon the severity of the violation.

Appropriate action will also be taken to deter future conduct.

Employees who have raised complaints should immediately make a further complaint should the conduct reoccur.

Non-Retaliation

[[COMPANYNAME]] policy also prohibits retaliation against individuals who in good faith have filed complaints of harassment, even if insufficient evidence is found to support the complaint.

It is prohibited for supervisors, managers and co-workers, as well as third parties such as vendors or customers, to retaliate against an employee because the employee has complained about abusive conduct, discrimination, harassment, retaliation, or participated in an investigation, proceeding or hearing based on such a complaint. Retaliation is a serious violation of this policy.

Retaliation of any sort will not be permitted. [[COMPANYNAME]] prohibits any employee from retaliating in any way against anyone who has raised any concern about sexual harassment or discrimination against another individual. No adverse employment action will be taken for any employee making a good faith report of alleged harassment.

Our system for resolving complaints is available to employees without fear of retaliation. An employee who believes retaliation has resulted from the reporting of a sexual harassment or other harassment complaint should immediately report this to Human Resources.

External Agencies

In addition to [[COMPANYNAME]]’s policy regarding unlawful harassment in the workplace, the law provides that all employees have the right to file a charge or complaint with the Equal Opportunity Employment Commission (“EEOC”), the federal agency charged with the enforcement of federal laws protecting employees against unlawful discrimination.

External Agencies (California Employers)

In addition to [[COMPANYNAME]]’s policy regarding unlawful harassment in the workplace, the law provides that all employees have the right to file a charge or complaint with the Equal Opportunity Employment Commission (“EEOC”), the federal agency charged with the enforcement of federal laws protecting employees against unlawful discrimination.

California-based employees have the right to file with the California Department of Fair Employment and Housing (“DFEH”), the California state agency that protects employees against unlawful discrimination.

The DFEH initially serves as a neutral fact-finder and attempts to help the parties voluntarily resolve the complaint. The DFEH can be contacted at (800) 884-1684; or for the hard of hearing, (TTY) (800) 700- 2320; or visit the department’s website at www.dfeh.ca.gov.A complaint of discrimination, harassment, or retaliation, also may be filed within 300 days of the harassment, with the Equal Employment Opportunity Commission (EEOC), reached by calling (800) 669-4000 or for the hard of hearing, (800) 669-6820. EEOC field office information is available at www.eeoc.gov.

All employees are also protected against retaliation for opposing unlawful discriminatory practices or for filing a complaint with or otherwise participating in an investigation, proceeding, or hearing conducted by the EEOC.

 

[x] Termination & Post Termination / [x] Benefits Continuation – (COBRA)

Replace the ENTIRE section under ”Insurance Coverage Privilege”

• California: Replace completely
• Non-California: DELETE “/ CAL-COBRA”

According to the federal Consolidated Omnibus Budget Reconciliation Act (COBRA) of 1985, in the event of your termination of employment with [[COMPANYNAME]] when a “qualifying event” would normally result in the loss of eligibility to remain covered under our group health insurance program, you and your eligible dependents may have the right to continued coverage under our health insurance program for a limited period of time at your own expense.

Some common qualifying events are resignation, termination of employment or death of an employee; a reduction in your hours or a leave of absence; your divorce or legal separation; you become entitled to Medicare; or a dependent child no longer meets eligibility requirements.

Under COBRA / Cal-COBRA, you or your beneficiary pays the full cost of coverage at our group rate plus an administration fee. You will receive a written notice describing rights granted under COBRA / Cal-COBRA when you become eligible for coverage under our health insurance plan. The notice contains important information about your rights and obligations.

An employee, unless dismissed for misconduct, has the option to convert to individual life insurance, and/or to continue Medical/Dental Benefits, in accordance with the COBRA regulations. Employees may choose the continuation or waiver of comprehensive medical coverage and dental coverage under COBRA, if applicable. Specific information will be provided at the exit interview.

At your exit interview or upon termination, you will learn how you can continue your insurance coverage and any other benefits you currently have as an employee who is eligible for continuation. Please consult with your manager or the HR Manager for additional details.

 

[x] Prohibited Conduct / [x] Weapons

Replace the entire policy:

In order to ensure a safe environment for employees, customers and others, [[COMPANYNAME]] prohibits the presence, storage, transportation, or wearing of a firearm, knife, or other prohibited weapon of any kind or other dangerous weapons in our facilities or on our property at any time — whether the person is licensed to carry the weapon or not.

Possession of a valid concealed weapons permit authorized by the State of [[STATE]] is not an exception under this policy.

Any employee in possession of a firearm or other weapon while on [[COMPANYNAME]] facilities/property or while otherwise fulfilling job responsibilities may face disciplinary action, including termination.

Staff or security personnel will request any client or visitor found in possession of a firearm or other dangerous weapon to remove it from the facility. The client or visitor may also be removed from the property, and local law enforcement authorities will be notified promptly.

The only exception to this policy will be police officers, security guards or other persons who have been given written consent by [[COMPANYNAME]] to carry a weapon on the property.

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