Generic Employee Handbook

INTRODUCTION
1
WELCOME TO (ORGANIZATION NAME)!
2
OUR HISTORY
3
ABOUT THIS HANDBOOK
4
EMPLOYMENT POLICIES
5
EMPLOYMENT RELATIONSHIP
6
EQUAL EMPLOYMENT OPPORTUNITY
7
AMERICANS WITH DISABILITIES ACT
8
HARASSMENT
9
Reporting Incidents of Harassment or Discrimination
10
WORKPLACE BULLYING
11
DISPUTE RESOLUTION
13
Reporting Issues Other Than Harassment/Discrimination
13
Appeal Process
13
ARBITRATION
14
EMPLOYMENT
16
NEW EMPLOYEES, PROMOTIONS, AND TRANSFERS
17
New Employee Orientation
17
Introductory Period
17
Promotions and Transfer Training Period
17
Reinstatement
17
Prior Service Credit
18
Employment Classifications
18
EMPLOYMENT RECORD KEEPING
20
Access to Personnel Files
20
Change in Personal Data
20
EMPLOYMENT RELATIONS AND CONDUCT
21
ETHICS
22
Conflict of Interest
22
Misrepresentation
22
Gratuities/Gifts
22
Outside Employment
23
Off-Duty Conduct
23
Solicitation and Bulletin Boards
23
CONFIDENTIALITY
24
Organization and Customers
24
Employee Records
24
WORKPLACE RULES
26
WHISTLEBLOWER PROTECTIONS
27
DRESS CODE
28
COMMUNICATION AND SOFTWARE SYSTEMS
29
Electronic Communications Systems
29
Electronic Mail System
29
Organization Personal Computers
30
Laptop Security
30
Mobile Devices
30
Use of Internet, VPN (Virtual Private Network), and Commercial Online Systems
31
Social Media and Networking
31
Telephone Usage
33
Voice Mail System
33
Cell Phones
33
PERFORMANCE MANAGEMENT AND REVIEW
35
CORRECTIVE ACTION
37
COMPENSATION
38
PAY ADMINISTRATION
39
Pay Increases
39
PAY PRACTICES
40
Paydays
40
Payroll Deductions
40
Pay Advances
40
Delivery of Paychecks
40
Method of Payment
40
Employee Withholding Allowance Certificates (Form W-4)
41
Time Records for Non-exempt Employees
41
Time Records for Exempt Employees
41
Dispute Resolution Process for Paycheck Errors
41
Final Paycheck
41
HOURS OF WORK AND WORK SCHEDULES
42
Organization Hours
42
Overtime
42
Meal and Rest Periods
42
Lactation (Federal)
42
Lactation (Oregon Employers with 25 to 49 ee’s)
43
Lactation (Oregon Employers with 50 or more ee’s)
43
Social and Recreational Activities
44
Inclement Weather and Emergency Closures
44
EMPLOYEE-INCURRED EXPENSES AND REIMBURSEMENT
45
Mileage Reimbursement
45
BENEFITS
46
PURPOSE AND POLICY
47
Benefit Pro-ration and Employee Cost Sharing
47
Benefit Design and Modification
47
Benefit Plan Documents
47
HEALTH INSURANCE BENEFIT
48
Eligibility
48
Plan Enrollment
48
Premium Cost
49
Termination of Coverage
49
Portability/Conversion of Health Plan
49
DENTAL INSURANCE BENEFIT
51
Eligibility
51
Cost
51
OTHER INSURANCE BENEFITS
52
Group Life Insurance
52
Long Term Disability
52
Premium Only 125 Plan
52
VACATION BENEFIT
53
SICK LEAVE
54
PAID TIME OFF BENEFIT
55
Eligibility
55
Extended Absence
56
PAID HOLIDAY BENEFIT
57
Eligibility
57
VETERAN’S DAY HOLIDAY
58
Veteran’s Day Holiday for Veterans
58
OTHER BENEFITS
59
Employee Assistance Program
59
401(k) Retirement Plan
59
LEAVES OF ABSENCE
60
LEAVE OF ABSENCE POLICY
61
BEREAVEMENT LEAVE
62
BEREAVEMENT LEAVE (Alternate Policy for Employers Subject to OFLA)
63
CIVIC DUTY LEAVE
64
Jury or Witness Duty
64
Voting Leave
64
CRIME VICTIMS’ LEAVE
66
DOMESTIC VIOLENCE LEAVE
67
FAMILY AND MEDICAL LEAVE - FEDERAL FMLA REQUIREMENTS THAT COVER EMPLOYERS WITH 50 OR MORE EMPLOYEES
68
FAMILY AND MEDICAL LEAVE - OREGON ORGANIZATION WITH MORE THAN 50 EMPLOYEES
71
FAMILY AND MEDICAL LEAVE - OREGON ORGANIZATION WITH 25-49 EMPLOYEES
75
LEAVE TO DONATE BONE MARROW
78
PERSONAL LEAVE OF ABSENCE
79
UNIFORMED SERVICES LEAVE AND RE-EMPLOYMENT
80
OREGON MILITARY FAMILY LEAVE
82
HEALTH AND SAFETY
83
SUBSTANCE ABUSE
84
WORKPLACE VIOLENCE
87
EMPLOYEE HEALTH AND SAFETY
88
Early Return to Work Program
88
Smoking in the Workplace
89
Employee Right to Know/Hazard Communication Program
89
EMERGENCY PREPAREDNESS
91
EMPLOYMENT SEPARATION
92
SEPARATION FROM EMPLOYMENT
93
Resignation
93
Job Abandonment
93
Job Elimination, Reduction in Work Hours or Staff
93
Discharge
94
Exit Interview
94
Return of Organization Property
94
EMPLOYEE’S NOTES
95
HANDBOOK RECEIPT ACKNOWLEDGMENT FORM
96