As a small enterprise proprietor, you want to inform your workers about your insurance policies, procedures, and expectations . Your workers must also know their rights and protections beneath state and federal legislation. 

This info ought to be consolidated right into a written doc, referred to as an worker handbook. Whereas worker handbooks aren’t required by legislation, they’re a easy and efficient solution to talk this data. 

On this article, we’ll discover:

• What’s an worker handbook

• Are worker handbooks required by legislation

• What to incorporate in your organization coverage
• How one can create an efficient worker handbook 

Let’s get began. 

What’s an worker handbook?

When new workers be part of an organization, they’re normally offered  with a information referred to as an worker handbook or guide.  An worker handbook comprises helpful details about the corporate. This consists of its mission assertion, values, insurance policies, and procedures. 

It will probably additionally embrace workers’ rights, which employers are legally required to supply. 

By offering an worker handbook, you may assist your workers higher perceive your corporation and what’s anticipated of them. You’re additionally serving to fulfill your authorized obligations as an employer.

Are worker handbooks required by legislation?

It’s not legally required to supply an worker handbook. Nevertheless, state and federal legal guidelines require you to supply workers details about paid break day (PTO), sick depart insurance policies,  office rights, and protections. 

The Equal Employment Alternative Fee (EEOC) and the Household and Medical Depart Act (FMLA) define sure office rights and protections. You’ll want to advise your new hires about this in your worker handbook. 

Disclaimer: This text wasn’t written by a authorized knowledgeable and shouldn’t be thought-about authorized recommendation. We propose you contact an employment lawyer or HR knowledgeable to reply any authorized and compliance questions.

Why worker handbooks for small enterprise are vital

Worker handbooks assist set up a constant method to your office insurance policies. They forestall misunderstandings and conflicts, and may even enhance worker retention.

It’s vital to tailor your worker handbook to suit the precise wants and tradition of your organization. A one-size-fits-all method gained’t be efficient. 

Utilizing a device like Homebase HR Professional  helps you construct your worker handbook effectively. Our licensed HR specialists can offer you handbook examples and may even create a template that fits your corporation. 

We’ll additionally ship you labor legislation alerts, so you understand when it’s time to replace your insurance policies.

What to incorporate in your organization worker handbook

When creating your worker handbook, you wish to ensure you cowl the necessities new hires have to know. It ought to embrace all the things from your corporation values and tradition to your insurance policies and procedures. This helps your group members perceive what’s anticipated of them. 

Don’t overlook to incorporate details about their rights as workers. You’re legally required to speak this.

Right here’s a listing of key sections it is best to embrace:

• Your mission assertion and enterprise backstory: This helps new hires perceive your organization’s targets and values.
• The aim of the handbook: Clarify why it’s vital and the way workers can use it sooner or later.
• An Equal Employment Alternative assertion: This reveals that your corporation doesn’t discriminate primarily based on race, faith, or gender id.
• Your workers’ rights: This consists of authorized privileges beneath acts just like the Honest Labor Requirements Act and the People with Disabilities Act.
• Staff’ compensation insurance policies: This could define how workers can file a declare in case of a office damage.
• Office insurance policies and procedures: This could cowl issues like roles and duties, wages and compensation, PTO and sick days. Additionally embrace office security protocols, and disciplinary and termination procedures.
• At-will employment: Let workers know in the event that they’re agreeing to an at-will employment association, they are often fired or stop at any time for any authorized motive.

How one can write your worker handbook: a step-by-step information 

As a enterprise proprietor, you wish to set your workers up for achievement. A part of that’s offering them with a clearly-written and complete worker handbook. 

However the place do you begin? Right here’s a six-step course of to comply with when creating your personal worker handbook:

1. Describe your corporation and the aim of the handbook

Introduce your corporation and clarify why the handbook is vital. Take the time to share a quick historical past of your organization, your corporation philosophy, and the tradition you’ve labored to create.

For instance, let’s say you personal a small chain of cafes. You possibly can share the story of when and why you opened your first cafe, and the way your corporation has grown and developed since then. 

Additionally let your new group know that the handbook isn’t only for onboarding and coaching. Clarify that it additionally serves as a helpful useful resource they’ll use to seek out solutions to any questions they could have about break day, insurance policies and their rights.

2. Present all authorized info 

Together with details about paid break day, anti-discrimination insurance policies, and employees’ compensation in your worker handbook isn’t simply legally required. It additionally demonstrates your dedication to your workers.

Paid break day and sick depart insurance policies differ by state, so ensure to incorporate any state-specific legal guidelines that apply to your corporation. Additionally, if your corporation is roofed beneath the Household and Medical Depart Act (FMLA), you’re required to supply 12 weeks of unpaid depart per calendar yr to any worker who has a critical well being situation or a member of the family with a critical well being situation. 

Homebase affords a group of HR Professionals prepared to assist with your entire worker handbook questions. 

Anti-discrimination insurance policies must also be included in your handbook, together with any state-specific non-discrimination legal guidelines. This isn’t solely legally required, but in addition helps create a secure and inclusive surroundings in your group. 

Staff’ compensation is a sort of insurance coverage that employers pay for to guard their workers in case of a work-related damage or sickness. In your handbook, make sure you clearly define the employees’ compensation insurance policies as outlined by state and federal legal guidelines, in addition to how your workers can file a declare if wanted.

3. Set up clear pointers on compensation, work hours, and break day

Let’s dive into a very powerful a part of the worker handbook – the part that workers will doubtless reference typically.

Time monitoring, attendance, and break day

You’ll want to clarify to your workers, whether or not they’re full-time or part-time, the way you observe their time. And in addition what number of hours you anticipate them to work per shift and per week.

You must also define your additional time coverage. This consists of which workers are exempt and non-exempt from additional time. 

It’s additionally vital to debate your attendance pointers and insurance policies about tardiness. Define what number of unexplained absences are allowed earlier than disciplinary motion or termination happens. 

You must also present particulars about your break day coverage. Make sure that your workers know tips on how to submit a request. In case your sick depart and trip time insurance policies are completely different, make sure you break down the method for every kind.

Homebase affords dwell HR steerage so that you by no means should really feel misplaced or confused about compliance points. We’ll even notify you when legal guidelines change on the state or federal stage, so that you will be positive you’re all the time following laws.

Compensation

This part ought to describe how your pay construction works for every kind of worker. In case you provide bonuses, clarify how group members can earn them and the way you distribute them. 

Be sure that workers know that taxes will probably be deducted primarily based on federal and state charges, in addition to some other relevant deductions like for medical insurance or 401(okay)s. Don’t overlook to incorporate a payroll calendar, so workers know once they’ll receives a commission and the way typically.

Worker advantages

In case you provide advantages like medical insurance or pension funds, make sure you clarify which workers are eligible for them and tips on how to enroll.

Your part-time workers might not qualify for a advantages bundle, so ensure to supply a listing of the mandatory paperwork for enrollment. 

If your corporation affords advantages, it is best to point out them. Advantages embrace a versatile work schedule or stipends for childcare. Additionally they embrace training entry, wellness packages, a well being financial savings account (HSA) or versatile financial savings account (FSA).

Different advantages embrace pupil mortgage help, devoted break day for volunteer work, profession growth alternatives, and worker reductions and rewards.

Security practices and protocols 

Each enterprise has its personal distinctive security considerations. Regardless, there are some common practices it is best to embrace in your security information. First, it’s vital to have clear drug and alcohol insurance policies in place to maintain your office secure.

Even for those who function in a state the place leisure medication are authorized, make it clear that workers aren’t allowed to make use of them whereas on the job. 

Your security information must also clarify how workers can preserve a secure work surroundings. Additionally, tips on how to adjust to Occupational Security and Well being Administration (OSHA) requirements.

This will require further coaching or certifications. So, ensure your workers have entry to the sources they should full these necessities.

It’s additionally vital to have a transparent coverage in opposition to harassment, together with sexual, verbal, and bullying. Outline what harassment appears like and the results for violating the coverage. 

Moreover, the legislation requires employers to determine a harassment criticism course of. Be sure that your workers know tips on how to report harassment and supply them with a step-by-step protocol to comply with.

Additionally take into account including details about any anti-harassment coaching necessities in your state. In case your state requires it, embrace tips on how to full these packages.

5. Set up office expectations 

It’s vital to obviously define your expectations for worker habits whereas they’re on the job. Your handbook ought to cowl insurance policies and procedures associated to work schedules.

It must also embrace punctuality, gown code, breaks, and office habits, corresponding to language use, group collaboration, and customer support. 

Remember to clarify the reasoning behind your insurance policies and hyperlink them to your organization values. This may assist create the kind of firm tradition you need.

Your handbook must also element the disciplinary course of for workers who don’t comply with insurance policies. Use clear, simple language to explain how the disciplinary course of works. Additionally embrace what number of warnings workers will obtain earlier than termination turns into an possibility.

It’s okay to make use of frequent instance conditions for instance how your disciplinary course of work. However keep away from offering an excessive amount of element or referring to real-life incidents. Being too particular might create unintentional loopholes that workers may exploit. 

For example, for those who point out that it’s unlawful to work off the clock, your restaurant workers might misunderstand. This will trigger them to remain clocked in on the office after their shift ends. This makes them rack up additional time hours with out notifying you or their supervisor.

6. Present a disclaimer that insurance policies might change 

As soon as your new group member has gone by your worker handbook, have them signal a kind acknowledging that they perceive.

Don’t overlook so as to add a disclaimer clarifying that the handbook isn’t a binding employment contract. It’s merely a information that gives details about your organization insurance policies.

It’s additionally essential to incorporate that firm insurance policies could also be topic to alter sooner or later. Point out that  there could also be guidelines that apply to conduct or actions not explicitly talked about within the present handbook.

This helps you preserve some stage of management and suppleness in case unexpected conditions come up.