Guide for Employer Rules or Handbook

(Build your own)

This Guide will provide recommendations that can be selected for inclusion in your Company’s Employee Handbook. Employee handbooks are an effective way to communicate company policies and procedures to employees.

  • Not all included in this Guide will fit or will be needed by all companies or organizations yet some things should be part of all businesses Employee Handbook’s
  • Remember to have the Employee sign and date the Acknowledgment of Receipt and keep it in their Employee File

Businesses differ in many ways, so choose what fulfills your needs and customize it for your Company. Size doesn’t matter, the Guide sets the parameters at the get go and drastically limits problems you may find hard to address after the fact.

Simple things like a “Dress Code” explain in writing what is acceptable and leaves no room for error or embarrassment. An applicant comes to his/her interview well dressed and groomed and ultimately hired but then shows up on the first day in jeans, dirty sneakers and a shirt with holes in it. This can be disturbing, but, did you tell your new employee what guidelines he/she is expected to follow?

This example can be related to any rules or expectations of an employee from simple things like a Dress Code to more extreme things like Substance Abuse.

Simple standards allow the employee to easily understand what is expected of them and creates a more enjoyable workplace. Further, by documenting your employee file correctly, you are creating proof of evidence in any type of hearing or court proceeding.

Sample policies can serve as a foundation for you to formulate to fit the needs of your business. Once you have adapted a sample policy, it is important to provide a copy to each employee and have them sign an acknowledgement that states they have received it and understand this Policy for their Employee File.

Training on policies such as Workplace Harassment is more complex and generally require a training session. Policies such as these should not only be instructed (in person or online) but a short test needs to be administrated to demonstrate that the employee retained a reasonable level of understanding. This is especially valuable in the event of litigation.

Again, the need for any of the guidelines contained in this will vary based upon the nature of your business entity.

This Guide is not intended to create, nor shall it be construed, to constitute a contract - express or implied, between the Company and any of its employees. The handbook is a “guide” as such and it is not the sole source upon which to base all personnel related matters.

Disclaimer: In New Jersey, employers must include a prominent disclaimer that the handbook is not a contract and include a strong statement about at-will employment. This disclaimer, which can be included in the introduction to the handbook, should include a statement that there is no promise of any kind by the employer contained in the handbook and that regardless of what the handbook states, the employer promises nothing and remains free to change wages and working conditions without having to consult anyone and without anyone’s agreement and that the employer continues to have the absolute power to fire anyone with or without cause.

Disclaimer language should expressly state that the terms of the handbook are not intended to grant contractual rights to the employee but rather that the handbook is a general statement of company policy. The disclaimer should also indicate that the company may change the terms of the handbook from time to time and implement the changes without advance notice to the employees. The courts in New Jersey provide specific suggestions as to how to emphasize the disclaimer – for example by writing it in all capitals, putting it in boldfaced and/or larger type, placing it on a separate page or placing it in a box. Placing it on the first page of the handbook and reiterating it on the employee acknowledgement of receipt is a clear way to communicate the disclaimer.

Equal Employment Opportunity Policy:

Another important part of any employee handbook is a statement that the employer is committed to making all employment decisions without regard to any protected classification.

Appearance: Our appearance at work represents (Company Name) to our customers/clients and immediately suggests to them the level of professionalism, care and consideration they can expect to receive from our Company and the people who work here.

We all have the right of self-expression and our grooming and attire are a powerful way of establishing a personal image and identity for ourselves. However, when we are at work, the image and identity we are seeking to project is that of (Company Name). Therefore our grooming, attire and the manner in which we present ourselves must reflect respect and consideration for our customers/clients and each other.

We have prepared these guidelines so that all employees know what is expected of them regarding their appearance while on the job.

  • Jewelry: Jewelry is generally permitted provided the type, style and quantity is appropriate to the work environment. Exceptions: Nose jewelry and tongue rings may not be worn as well as an earring on any other exposed body part but the ear lobe (i.e., eyebrows, lips, etc.)
  • Personal Hygiene: Personal cleanliness and hygiene must be maintained at all times.
  • Hair and headwear: Hair must be clean and have a natural color with no extremes in dying. Facial Hair and mustaches are permitted for males but must be trimmed and not present an unkempt appearance. Hats and headdress are generally not permitted unless part of religious attire.
  • Clothing: All clothing must be suitable for your job. For male employees, dress trousers and a short/long sleeved professional shirt is required. A tie and/or jacket may be required depending on your particular work location/position. Clothing must be clean, pressed and in good repair at all times. For female employees, dress pants are acceptable and any skirts/dress/skorts may not be shorter than three inches above the knee.
  • Footwear: Safe, appropriate and well maintained footwear must be worn at all times.

Attendance: Employees who are absent or late put an extra burden on their fellow employees. In all fairness to everyone, you are expected to be at your job at your assigned time. Prompt and regular attendance is a condition of employment and essential requirement of all jobs.

If you cannot report to work because of illness or other reason or if you are going to be late, you must advise your supervisor before the beginning of your shift at least one hour before your report time. If you fail to provide required notice, you will not be eligible to receive pay for the time out.

The failure to call in prior to absences or lateness as outlined above may result in disciplinary action up to and including termination. If an employee fails to report to work and/or contact his/her supervisor for a period of three days, the employee we will consider said absence as a voluntary resignation without proper notice.

Your supervisor will also need to know the reason and anticipated duration of your absence. If you are absent for more than three (3) consecutive days due to illness or injury, you must provide documentation to your supervisor from your physician stating that you are cleared to return to work.

Behavior: (Company Name) expects all employees to treat each other and our customers/clients/vendors with courtesy and respect. We have a culture of excellence here and it does not end where your co-worker’s responsibilities begin. Look beyond your assigned job – when you see the big picture of how the quality of the work that we do directly impacts our customers/clients, the rewards can be priceless.

To fully understand the needs of our employees as well as our customers/clients, we must be committed to listening intently. We must also recognize and accept the diverse backgrounds of our co-workers and customers/clients and pay attention to both verbal and non-verbal messages. Our communication should always be clear, courteous and caring.

We must believe that kindness, caring, courtesy and respect are an important part of our workplace environment. Our attitude is something we control and need to be accountable for. There will always be days when things don’t go as planned and emotions/anxiety run high, but if we treat others as they would want to be treated, we can turn almost any situation around for the better.

Being committed to our co-workers is a strong part of our culture. Our relationships that we develop with those we work side by side with enable us to achieve extraordinary results. Together, we can create a better and more meaningful work experience and we will have an environment of mutual respect.

In order to achieve harmony and teamwork, it is important that we hold ourselves and others accountable for how our company is perceive and measured. We are committed to excellence and we take full responsibility for our actions, attitudes and appearance.

No gamblingNo harassmentNo drugs

No abusive languageNo taking of goods from Company or other employee

No violent behavior

Change of personal information: Please remember to notify us immediately of change of address, name change, change of phone number, marital status, beneficiaries or dependents for our company records. In some cases, you will be required to complete a new W4 form, I-9 or healthcare form if offered.

Classifications of Employee:

If references are made in various policies to benefits, such as vacation or leave, you need to define these different classifications, ie, full time or part time.

Employer-Employee Expectations: (Company Name) recognizes that its relationship with employees involves certain rights and obligations. Therefore we make every effort to:

  • Follow the equal employment opportunity guidelines in all phases of employment. (Company Name) will not discriminate in recruitment and employment practices on the basis of race, color, creed, national origin, culture, marital status, gender, age, religion, sexual orientation, disability or on any other basis prohibited by federal or state law.
  • Observe reasonable work hours
  • Provide salary and benefits that compare favorably with other companies and that ear a fair and reasonable relationship to the work performed
  • Maintain a safe and healthy working environment
  • Make every effort to place employees in positions best suited to their abilities
  • Offer opportunity for training and advancement
  • Conduct affair system for maintaining discipline
  • Administer all policies in a fair and impartial manner

You should be aware that the Company expects you to:

  • Give a full day’s work to the best of your abilities and skills
  • Arrive at the job begin work on time
  • Keep absenteeism to a minimum
  • Be considerate and respectful to your fellow co-workers
  • Follow the established rules and regulations

The Company has the right to make changes as necessary including but not limited to:

  • Determining or changing work hours
  • Transferring employees within departments and into other departments or job classifications
  • Determining and adjusting the size and qualifications of the work force
  • Establishing, changing or terminating corporate policies, practices, rules and regulations

Probationary Period: Your first three months of employment will be considered a Probationary Period. You will have the opportunity to begin to learn your new job and decide if you like it here. Also the Company will have the time to observe your ability to perform the tasks assigned to you.

At the end of your Probationary Period, your supervisor will write a review of your performance and progress. If your supervisor needs more time to review your progress, your Probationary Period may be extended for an additional three months.

Successful completion of the Probationary Period is not a guarantee of continued employment.

Discipline Issues: Violations of guidelines or policies can result in suspension or termination, depending on the facts and circumstance surrounding the event or issue.

Appropriate behavior, professionalism, good judgment and common sense are essential responsibilities of all of us. As a condition of employment, all employees accept responsibility for adhering to the rules and guidelines of your position as well as to the general rules and standards of behavior contained in this Handbook.

  • Off duty arrests/Convictions: When an employee is arrested in conjunction with an external manner, (Company Name) reserves the right to place the employee on suspension without pay and benefits pending the outcome of the external legal system hearing. If the employee is vindicated, employee status may be reinstated without back pay.
  • An employee who is arrested for, or convicted of, a criminal offense other than traffic violations, must promptly inform his/her supervisor. You must also disclose the nature of the charges and the ultimate disposition of the charges. Failure to do so is grounds for discipline up to and including termination.
  • The underlying circumstances of any arrest or conviction may subject the employee to discipline up to and including termination in accordance with applicable law. However, if the team member voluntarily enters the pretrial intervention program or similar program, (Company Name) may in its sole discretion choose to reinstate the team member without back pay.

Drug Free Workplace: Drugs or alcohol use (abuse) can create dangerous conditions for you, co-workers and our customers/clients. We have a zero tolerance policy for drugs/alcohol in the workplace. (SeeSample Policy)

Expense Report: Outline your rules if you repay expenses. Receipts required – food, fuel, lodging, etc. (See Sample Policy)

Computer/Internet Use: Computers, access and content are property of the Company and use is restricted to business use only.

Social media, game playing and excessive contact of non-business emails or internet searches are a violation of company rules.

Smoking: Smoking is recognized as both a health and fire hazard. Therefore, the Company has adopted a no smoking policy.

Smoking is not permitted in any area inside our buildings including the lunchroom, offices, workstations, conference rooms, rest rooms, hallways, stairwells and elevators. Be considerate of your co-workers and cooperate with this policy.

Telephones: Remember, you represent the Company to the public and our customers form an impression of the Company from the way we conduct ourselves on the telephone. Please be courteous, pleasant and helpful.

From time to time, it may be necessary to make personal phone calls; however, you are asked to keep these calls to a minimum. This also applies to cell phone use.

Termination: Employment terminates when you resign, when you are discharged or when you retire. The employment relationship can be terminated at any time by either the employer or employee, with or without cause and with or without prior notice.

Office Equipment and/or Tools: If you notice any business machine or company tool that is not operating properly, please advise your supervisor as soon as possible. Generally, business machines, tools or equipment may not be removed from the building.

Holidays: The Company observes the following Holidays (List all)

  • New Year’s Day
  • Memorial Day
  • Independence Day
  • Labor Day
  • Thanksgiving Day
  • Christmas Day

Legal holidays that occur on a Saturday are observed on the preceding Friday. Those that occur on a Sunday are observed on the following Monday.

Regular full-time status employees ae entitled to all (6) legal holidays off at their normal rate of pay.

Sick Time: After your three month Probationary Period, you will accrue one (1) Sick/Personal Day per month up to 10 days annually.

Vacation Time: After your first year of employment, all full-time employees earn eight hours (one day) of vacation time per month.

Benefits: If the Company provides Benefits, list them here together with eligibility details and any cost to the employee, if any. (i.e.: Health Care available after 90 days – what their responsibility to pay would be – 401k what the company’s match would be) Remember to include discounts on Company products, if any, and referral fees for bring in new customers/clients.

Performance Reviews: (See form) These are used to see how an Employee is doing in all categories. The end product can help both sides know where the strengths and weaknesses are, if any. This will help to develop a plan to improve areas where needed and give accolades where due. Also can aid in promotion, position change and enables both parties to see the overview of an employee’s value.

These Performance Reviews should be done at least on an annual basis.

Exit Interview: (See Form) There is no better time to learn about your Company then completing an Exit Interview with an employee who has resigned or been terminated. If they have resigned for a better position, they will more freely tell you about things that might better your company. Terminations are tricky and often times do not present the opportunity for the Exit Interview, but, when it does, a disgruntled employee will be more than happy to tell you the information that you may not be aware of.