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IT, web, Internet, software, hardware, media, multimedia, photography, tech, information, technology, computer, business, company, pre-written, legal, contract, agreement, documents, templates, boilerplate, form, outline, text, terms, recitals hr Introduction the Human Resources Guide Employee Handbook Employment Policies Code Conduct Use this Human Resources Guide template for your own company policy Carefully review the entire document and edit the policy where appropriate for your needs you have questions regarding local employment laws consult attorney business advisor your local area This document provides Company employees vendors contractors and other staff with important information and guidance concerning Company policies and procedures its code conduct its stated mission and goals and all other organizational policies that govern working for with Company This document should not considered complete and comprehensive guide what acceptable behavior company policy but should serve guide aid staff with the most common frequent questions and concerns they may have Policies procedures and guidelines contained this guide are subject change and all staff encouraged consult manager Human Resources Manager should they have any questions that not appear covered this guide all cases the policies stated the Human Resources Guide shall prevail the event any conflict between the information contained the Guide and verbal statements about the Human Resources Guide Company policies procedures Purpose and Use This Guide The purpose the Guide provide employees vendors contractors and other staff with Company code conduct its administrative and organizational rules and the policies procedures and regulations governing business and personnel matters while employed Company This Guide shall not construed employment contract covenant between the employee vendors contractors and other staff and the Company All employees must read and become familiar with these policies and procedures and refer this Guide reference they have questions and concerns about conduct and company policies procedures Definitions Personnel covered under this Code Conduct shall include but are not limited Employees Temporary Employees Volunteers Contractors Consultants Vendors Staff any other personnel conducting work for behalf Company The term Employee shall interchangeable with all other definitions personnel unless otherwise noted Responsibility Company Company shall responsible for distributing all new employees vendors contractors and other staff copy the Human Resources Guide print electronic format Responsibility Employees Vendors Contractors and other Staff Employees vendors contractors and other staff shall responsible for reading and signing this document and returning signed copy Company Human Resources Department designated representative agent This Guide will also serve guide the benefits offered employees the Company These policies and benefits are subject change the Company sole discretion and are not intended part any compensation agreement promise Will Employment Unless specified writing elsewhere all employment with Company will and may terminated the Company employee any time for any reason reason all Adherence Laws and Regulations the policy the Company comply with Federal and State laws and regulations governing Health Civil Rights Sexual Harassment Disability Equal Pay Education Veterans Fair Labor Standards and Occupational Safety Employment Eligibility Guidelines Minimum Job Requirements Minimum Job requirements shall determined individual basis and made available through the Human Resources Department Age Requirements employed Company applicant must least years age except the case student workers Resident Aliens resident alien may employed the Company provided she has documented legal proof the right work the United States approved visa other work permit must provided the Human Resources Department prior application for position with the Company Minimum Wage for Employment minimum the Company shall pay The Fair Labor Standards Act FLSA wage and proper overtime compensation employees subject the provisions the FLSA Equal Opportunity Employer Company Equal Opportunity Employer and all advertisements shall display the statement whenever possible Employment Status one shall considered employed the company until written contract signed both agent the Company Human Resources Department and the employee manager supervisor other employee authorized make oral written agreement for employment any applicant contract shall executed between the Company and employee that inconsistent with the policies and procedures contained this Human Resources Guide Employment Period The Employment Period shall considered the period time during which the employee has uninterrupted service employee the Company New Employee Orientation New employees are introduced working for Company through initial meeting conducted between the employees and either their manager supervisor agent the Company Human Resources Department Meetings are conducted twice month and employees are encouraged seek additional help and clarification the Company policies and procedures should they require help beyond this New Employee Orientation Transfers Demotion employee job performance determined below standard the employee manager supervisor shall attempt work with the employee try raise the employee performance satisfactory level the employee job performance does not improve the employee shows desire improve job performance the Company may determine that the employee demoted terminated the case demotion this may include but not limited Moving the employee another position lower salary grade level Reclassifying the employee existing position lower salary grade level the case that demotion results reduction the employee salary grade level such reduction shall only take place following proper written notification sent the employee accordance with any applicable procedures governing such notifications Employees who voluntarily transfer from one qualified position another position with lower salary pay grade shall paid accordance with the lower salary pay grade and not accordance with the higher salary pay grade under the previous position Promotion employee job performance warrants promotion management shall initiate change assignment for the employee including assigning new job description title pay grade Promotion shall only become effective management signing and filing approved Employee Promotion Authorization Form and having recorded the Human Resources Department Automatic Termination Date Contract Non renewal Date the event that Employee position offer employment has predetermined termination contract non renewal date that employee shall designated Temporary Employee The length time that makes the Temporary Employee employment shall designated the employee Employment Term pertains leaves absence and other qualified time off time shall granted for the period time after the termination date All leaves absence whether related qualified benefits not shall only granted within the employee employment term Dual Employment Positions employee the Company may hold only one full time position with the Company including positions designated temporary employment Part time employees may subject prior authorization and approval from the Company Human Resources Department hold more than one position subject the policy Outside Employment full time employee may NOT work another job outside their employment with the Company This includes Any freelancing moonlighting that interferes with his her performance with the Company Any association with engagement external activities associations whether voluntary not that violate Company regulations policies bring discredit the Company Any manipulation the employee normal work schedule assignments other duties accommodate external activities Any associations with engagement external activities that compete interfere with endeavors the Company employment Any former employee who resigns from his her position with the Company good standing and subsequently employed after days shall considered new hire for purposes benefits and sick leave Personnel Records The Company shall maintain official personnel file for each employee secured area the Human Resources Department This file shall designated confidential and contain materials consisting but not limited Employee application for employment Employee resume and supporting exhibits Copies any official transcripts certifying degrees and certificates received documents certifying licenses received Benefit and Cafeteria plans elections which the employee and his her dependents are enrolled Records all leave vacation leave sick leave and all other leaves taken date Any Company personnel action forms actions taken Company personnel pertaining employee Any disciplinary reports actions taken including written reprimands probations suspensions terminations Any performance reviews evaluations All pre employment information letters references examples demos security clearances other related materials Employees shall have right remove any material from their personnel files the event that erroneous untrue information found within the personnel file employees may make written request detailing the error and documenting any supporting information employees may have that supports their claims Human Resources Manager will follow each employee request and take appropriate action Change Address Certifications and other Critical Information Employees are required report any change name address telephone number marital status social security number number dependents well any change certifications degrees other certificates For positions contingent upon the employee maintaining specific certification critical certifications degree the employee will make the Company Human Resources Department aware the renewal expiration dates critical renewal dates such certification The Company Human Resources Department will aid the employee reminding him her these critical renewal dates however the employee sole responsibility ensure that she stays current with all critical certifications Salary and Hourly Schedule the Company policy maintain salary hourly schedule for all positions that the Company employs Salary and hourly wages shall determined signator authorized signature signer The duties and responsibilities skill set education and experience required for the position The availability applicants with the above skills for the position The financial restraints and budgetary considerations The financial status the Company and the requirements the Fair Labor Standards Act Company Payroll Policies and Procedures Payroll processed twice per month the second and fourth Wednesday the month Unless otherwise arranged payroll checks are issued the Friday following the end the pay period Checks are distributed from the Company Accounting Department designated payroll service Company offers payment either check direct deposit formats Although checks are distributed two days after the pay period ends Company shall not responsible for delays due Holidays and Bank Closures Errors employee information deductions banking information Delays wire transfers Delays due strikes earthquakes riots natural disasters other events outside the Company control Checks shall sent the address record for the employee unless otherwise arranged the employee All direct deposits shall processed the same day checks are processed and are subject the individual policies the employee designated bank Accompanying each check shall statement showing current gross and net earnings including any itemized deductions year date earnings and other standard deductions and annual sick leave balances Company required deduct federal and state income taxes the Federal Insurance Contribution Act FICA taxes Medicare and contributions the respective state unemployment compensation program for the state which the employee works Other payroll deductions may include but are not limited Medical Dental Life Insurance Premiums Parking Permits Fees Discounted Mass Transit Transportation Flexible Spending Accounts Medical Dependent Care Flexible Spending Accounts applicable Any amount due the Company from which the employee has financial obligation Uniforms Cards Company Equipment not returned etc Union other professional dues Outstanding fines that have been levied Qualified Retirement Accounts 401k Employee Attendance Employees are expected work regularly scheduled hours established the Company and the employee manager Each employee normally assigned maximum hours per week unless otherwise approved management Lunch Meal Breaks Employees are required take one hour off for their lunch meal break Additional Breaks Rest Periods Employees who work eight hour day are allowed two minute breaks each day Breaks may not combined used leave work earlier arrive later time extend meal breaks without prior approval from management Overtime the employee position classified non exempt under the provisions the Fair Labor Standards Act the employee shall paid the overtime rate for his her pay grade for all hours worked excess within seven day work week employee shall receive overtime pay without the prior approval management Sick leave vacation leave shall not considered hours worked the computation qualified overtime pay Holidays shall not considered hours worked the computation qualified overtime pay unless the employee required work the holiday Group Health Care Plan Company offers group medical insurance program which includes medical and dental insurance coverage for employees and their dependents The cost the group medical insurance paid for the employee Group Life Insurance Company offers all full time employees group life insurance policy with benefit valued twice the employee annual salary additional cost the employee Additional coverage may arranged purchased the employee through the Company selected vendor for Group Life Insurance The Group Life Insurance benefit may modified reduced discontinued the future the Company may require Social Security Benefits Under current law the Federal Social Security System enables retiring employee supplement payments received from the State Retirement System The Company and the employee contribute the cost Social Security benefits The deduction from employee paycheck and the amount contributed the Company are deposited the credit the employee with the state agency for Social Security according federal regulations Unemployment Compensation Employees shall eligible for unemployment benefits those circumstances which they are provided the State Unemployment Compensation Law Application for unemployment benefits may initiated the local State Employment Services Office The Company reserves the right protest claims submitted employees who voluntarily quit are terminated because misconduct take any other action permitted applicable law Religious Observances and Work Schedules employee needs accommodations for religious holiday belief the Company will attempt aid the employee wishes provided such accommodations not affect the safety and health other employees that undue hardship created for the Company its employees and that the accommodations not violate the standards set forth the Human Resources Guide Office Closings Due Emergencies Power Failures Severe Weather the event adverse dangerous weather which conditions exist that threaten employee safety the Company may close the Company and require employees either leave not report work power utility failure any other emergency condition should prohibit the performance regular duties operation equipment the employee normal business functions management may arrange alternate working arrangements via telecommuting alternate work locations depending the circumstances surrounding the closure the event that the Company decides remain open for business all employees will expected report work usual Employees who notify their supervisor manager unusual problem concern that may prohibit their reporting work will considered individual basis for exception those employees supervisor manager Holidays The Company will closed for normal business operations observation regular holidays and other holidays determined the management and posted the Human Resources Department Regular employees and full time temporary employees who are not required work will excused such days without being charged leave losing pay the event such staff members are required work holiday they will granted another holiday paid accordance with the Company overtime policy Regular Holiday Schedule Labor Day 1st Monday Sept Thanksgiving Day 4th Thursday November Christmas Day December 25th New Year Day January 1st Memorial Day Last Monday May Independence Day July 4th The Human Resources Department will post the yearly schedule holidays Vacation Leave Full time employees and full time temporary employees are entitled time off with pay for vacation other personal reasons employee accrues vacation leave credits for all hours which she works Vacation leave may used for Normal work hours Paid vacation leave Paid sick leave Paid jury duty Paid military leave Accrual Annual Vacation Leave Full time employees and full time temporary employees with less than months continuous service with the Company shall earn annual vacation leave the rate days hours per calendar year Maximum Accrual Vacation Leave Full time employees and full time temporary employees may accrue vacation leave maximum hours After hours have been accrued employee shall not accrue any additional hours until the employee reduces the total number accrued hours less than total hours Vacation Leave Accrual for Partial Employment Full time employees and full time temporary employees shall earn vacation leave the full monthly rate when pay status for fifteen more calendar days during the pay period When working less than fifteen days during the pay period employees will not earn vacation leave Scheduling and Approval Vacation Leave Employees must request all vacation leave that totals five more consecutive days least four weeks advance the date that the leave requested take place Vacation leave that totals four days less must requested least two weeks advance the date that the leave requested take place All leave subject the approval management and employees must make their request using the Company Vacation and Sick Leave Request Form Requests for leave that are not made through the Company Vacation and Sick Leave Request Form shall deemed inappropriate and not constitute official notification the Company the employee request for leave This includes authorization made through verbal email written formats not using the Company Vacation and Sick Leave Request Form Sick Leave Full time employees and full time temporary employees shall earn sick leave Employees may take sick leave for the following Personal illness injury Illness injury immediate family member The definition immediate family member shall the employee wife husband life partner father mother brother sister children and corresponding laws Employees are required notify and report their supervisor manager prior absence for sickness injury the earliest opportunity Employees must detail the reason for the absence and when they expect return work Employees who not communicate with their supervisor manager for three consecutive days absence may considered having abandoned their jobs and subject termination Accrual Sick Leave Full time employees and full time temporary employees accumulate sick leave the rate one workday hours for each full month worked Earned sick leave may not carried over from year year Full time employees and full time temporary employees shall earn sick leave the full monthly rate when pay status for fifteen more calendar days during the pay period When working less than fifteen days during the pay period employees will not earn sick leave Use Sick Leave Full time employees and full time temporary employees may granted sick leave when they are unable perform their duties because personal illness injury illness within their immediate family because they must absent from work for the purpose obtaining health related professional services that cannot obtained after regular working hours Sick leave privilege opposed earned right and must accrued before can used Recording Sick Leave Departments and administrative offices will maintain record sick leave accrued each employee Absences due sick leave should documented the Company Annual and Sick Leave Form and reported the Monthly Service Report department heads supervisors who should enter the appropriate hours each day absence The minimum time recorded for part any workday charged sick leave thirty minutes Abuse Sick Leave Managers supervisors who believe that employee may abusing sick leave claiming sick leave under false pretense may require evidence illness injury the form statement from physician other medical certification The Company reserves the right grant temporary approval sick leave subject the receipt sufficient evidence illness injury Evidence abuse Company sick leave grounds for disciplinary action including termination Employees who claim sick leave for the purpose applying for another job working second job any other activity that not illness injury related shall considered engaging misconduct and dishonest behavior and may subject immediate termination Payment for Sick Leave Termination Separation There shall payment for accrued unused sick leave for employees upon termination separation from the Company Family Leave Under special circumstances employees may request extended family leave for personal reasons Company grants employees who must absent for personal reasons for six months The Family Leave Term Family leave without pay may requested employees for the following reasons The birth adoption child serious personal illness The serious illness the employee immediate family previously defined above Family Leave Qualifications Time off for family leave available all full time employees full time temporary employees who have worked minimum hours over the previous month period When possible employees are asked submit family leave requests days advance The Company recognizes that taking time off for family leave may not foreseeable event and will consider all situations and circumstances under which approval for the leave being requested Employees must first exhaust all available sick and vacation leave before being granted family leave The Company will continue underwrite any healthcare benefits during the family leave long the employee returns work after the family leave complete Company reserves the right recover all amounts subsidizes pays for health insurance for the employee employee does not return work from family leave exception shall apply the case where the employee cannot return work because his her continued illness that family member All sick leave vacation leave retirement credits other benefit credits shall not accrue while the employee family leave Any employee while family leave who found have applied for work accepted position employed another company will immediately terminated and the Company shall recover all costs associated with the employee family leave Any employee failing return work from family leave indicated the Family Leave Term failing properly explain the absence the Company Human Services Department will considered having voluntarily terminated his her position Military Leave Full time employees and full time temporary employees are entitled military leave absence when ordered active duty for training members the National Guard the Armed Forces Regular full time employees and full time temporary employees who are ordered active duty drafted shall entitled reinstatement their former positions comparable positions with the same salary pay grade Employees placed extended military leaves absence will not receive pay from the Company nor accrue annual sick leave Military Leave for Training Full time employees and full time temporary employees who are required become active duty personnel for the purpose attending training other active duty events shall not suffer any loss their regular pay during the first twenty one days their absence from work All full time employees and full time temporary employees are required provide copy their training orders other paperwork their supervisor manager and must also provide copy these papers their Human Resources Department Administrative Leave Disciplinary Regular employees and full time temporary employees placed disciplinary administrative leave the Company shall subject the Company Disciplinary Guidelines defined the Company Disciplinary Guide Administrative Leave Non Disciplinary Regular employees and full time temporary employees placed non disciplinary administrative leave the Company shall subject the Company Disciplinary Guidelines defined the Company Disciplinary Guide Jury Duty Witness Summons Regular employees and full time temporary employees selected for jury duty give testimony court proceeding that not their own making may request take sick leave for the days they are required absent Bereavement Leave Regular employees and full time temporary employees shall granted three days per year bereavement leave for the death spouse child parent life partner brother sister grandparent grandparent law grandchild son daughter law mother law father law brother law sister law stepchildren children law aunt uncle niece nephew and first and second cousin All other relationships shall excluded unless the case where the employee guardian All bereavement leave non accumulative The total amount granted the Company employee shall not exceed three days within any calendar year additional days absences are required the employee may request sick leave vacation leave Loss Damage Employee Valuables The Company assumes liability for loss damage any employee personal property belongings automobiles their contents while Company property Parking and Transportation Employees are responsible for their own parking and transportation arrangements Company not responsible for any parking fees fines tickets other items related parking transportation commuting the office for work Contact Information Questions comments concerns regarding the Human Resources Guide may directed HREmail the following Human Resources Manager Company representative HRContactName Changes this Human Resources Guide The practices described this Human Resources Guide are current CurrentDate Company reserves the right modify amend this Human Resources Guide any time Appropriate notice will given all employees concerning such amendments Effective Date CurrentDate Read and signed effective the date first written below EMPLOYEE signator authorized signature signer Job title signator authorized signature signer Date when the contact was signed
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Human Resources Guide
