Drafting Employee Handbooks - PowerPoint Presentation

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Drafting Employee Handbooksfor Virginia Employers

Raymond L. Hogge, Jr.

Hogge Law

Attorneys and Counselors at Law

500 E. Plume Street

Norfolk, Virginia 23510

(757) 961-5400

www.VirginiaLaborLaw.co

mSlide2

Drafting Employee Handbooks for Virginia Employers

The following is provided solely for informational purposes and is not offered as legal advice.

This presentation may be distributed freely

for educational purposes.

This presentation may be downloaded at VirginiaLaborLaw.com.

For assistance in drafting employee handbooks please contact Ray Hogge at (757) 961-5400.Slide3

Drafting Employee Handbooks for Virginia Employers

Role of the Employee Handbook

Policy Development

Policy Communication

Employment Risk Management

Recruiting and Retention

Union DeterrenceSlide4

Drafting Employee Handbooks for Virginia Employers

General Provisions

Introductory Statement

Handbook is FYI

All employees must comply with policiesSlide5

Drafting Employee Handbooks for Virginia EmployersGeneral Provisions

Company HistorySlide6

Drafting Employee Handbooks for Virginia Employers

General Provisions

Company Mission StatementSlide7

Drafting Employee Handbooks for Virginia EmployersGeneral Provisions

Contract Disclaimer

Handbook is not a contractSlide8

General ProvisionsEmployee Benefit PlansHandbook not an employee benefit plan

Written

e

mployee benefit plans control

Drafting Employee Handbooks for Virginia EmployersSlide9

General ProvisionsEmployment At WillAll employment is at-will

No policy alters at-will employment

Drafting Employee Handbooks for Virginia EmployersSlide10

General ProvisionsCompany Right to Change PoliciesCompany has right to revise, add or rescind policies

Employees will be notified of changes

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Equal Employment OpportunityNon-DiscriminationRace, Color, Religion, Sex, National Origin

Title VII of Civil Rights Act of 1964 (15 employees)

Virginia Human Rights Act

Most government contracts and grants

Some Virginia local governments

Drafting Employee Handbooks for Virginia EmployersSlide12

Equal Employment OpportunityNon-DiscriminationP

regnancy, Childbirth or Related

M

edical Conditions

Pregnancy Discrimination Act, in Title VII of Civil Rights Act of 1964 (15 employees)

Virginia Human Rights Act

Most government contracts and grants

Some Virginia local governments

Drafting Employee Handbooks for Virginia EmployersSlide13

Equal Employment OpportunityNon-DiscriminationMarital Status

Virginia Human Rights Act

Drafting Employee Handbooks for Virginia EmployersSlide14

Equal Employment OpportunityNon-DiscriminationAge (40)

Age Discrimination in Employment Act (20 employees)

Virginia Human Rights Act

Most government contracts and grants

Some Virginia local governments

Drafting Employee Handbooks for Virginia EmployersSlide15

Equal Employment OpportunityNon-DiscriminationDisability

Americans with Disabilities Act (15 employees)

Virginia Human Rights Act

Most government contracts and grants

Some Virginia local governments

Drafting Employee Handbooks for Virginia EmployersSlide16

Equal Employment OpportunityNon-DiscriminationMilitary / Veteran

USERRA

Most government contracts and grants

Drafting Employee Handbooks for Virginia EmployersSlide17

Equal Employment OpportunityNon-DiscriminationSexual Orientation

Not prohibited generally by federal law

Not prohibited generally by state law

Most government contracts and grants

Some Virginia local governments

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Equal Employment OpportunityDisability Accommodation

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Equal Employment OpportunityReligious Accommodation

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Equal Employment OpportunityHarassmentSexual Harassment

Other Harassment

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Equal Employment OpportunityRetaliation

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Equal Employment OpportunityReporting Discrimination, Harassment, and Retaliation

Victim

Observer

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Equal Employment OpportunityInvestigating Reports of Discrimination, Harassment, and Retaliation

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Equal Employment OpportunityAffirmative ActionAffirmative action plan

Nor required generally

Required for some government contractors

Specific actions required

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Equal Employment OpportunityDiversityNot the same as affirmative action

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Equal Employment OpportunityConsequences of Violating EEO Policies

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Recruiting and HiringGeneral Statement of PolicyHiring Based on Qualifications

EEO

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Recruiting and HiringJob AnnouncementsInternal

External

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Recruiting and HiringQualification StandardsWritten Job Descriptions

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Recruiting and HiringHiring Process (ADA)Employment Application

Pre-Employment Inquiries

Conditional Offer of Employment

Medical Exams and Inquiries

Active Employment

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Recruiting and HiringEmployment Applications

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Recruiting and HiringPre-Employment Drug Testing

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Recruiting and HiringPre-Employment Medical Certifications

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Recruiting and HiringBackground ChecksCriminal

Credit

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Recruiting and HiringReference Checks

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Recruiting and HiringImmigration Law Compliance / I-9

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Recruiting and HiringEmployment of Relatives

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Standards of ConductGeneral Standards of Employee ConductExamples of Prohibited Conduct

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Standards of ConductCompany Reputation

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Standards of ConductAttendance and Punctuality

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Standards of ConductPersonal Appearance and Dress Code

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Standards of ConductWorkplace Appearance and Cleanliness

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Standards of ConductWorkplace Violence

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Standards of ConductFood and Beverages

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Standards of ConductSmoking

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Standards of ConductEmployee Break Room

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Standards of ConductEmployee Parking

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Standards of ConductUse of Company Property

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Standards of ConductCompany Computers and E-Mail

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Standards of ConductSocial Media

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Standards of ConductDating Among Employees

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Standards of ConductSolicitations and Distributions

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Standards of ConductConfidentiality

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Standards of ConductConflicts of Interest

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Standards of ConductOutside Employment

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Employee RelationsNew Employee Orientation

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Employee RelationsInitial Probationary Period

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Employee RelationsPerformance Evaluations

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Employee RelationsPerformance Improvement Plans

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Employee RelationsBulletin Boards

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Employee RelationsDisciplinary ActionsProgressive Discipline

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Employee RelationsTermination of Employment

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Employee RelationsResignation

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Employee RelationsJob Abandonment

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Employee RelationsLayoff and Recall

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Employee RelationsReductions in Force (WARN Act)

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Employee RelationsEmployee Suggestions

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Employee RelationsEmployee Complaints

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Employee RelationsGrievance Procedure

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Employee RelationsOpen Door Policy

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Employee RelationsWhistleblower Protection

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Employee RelationsEmployee Recognition

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Employee RelationsWorkplace Privacy

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Employee RelationsEmployment RecordsPersonnel Files

Medical Files

I-9 Files

Employee Inspection of Employment Records

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Workplace Safety and HealthGeneral Policy of Workplace Safety and Health

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Workplace Safety and HealthOSHA Compliance

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Workplace Safety and HealthSafety and Health Program

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Workplace Safety and HealthSafety Inspections

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Workplace Safety and HealthWorkplace Searches

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Workplace Safety and HealthWorkplace Violence

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Workplace Safety and HealthDrug and Alcohol Testing

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Workplace Safety and HealthSubstance Abuse

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Workplace Safety and HealthFire Safety

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Workplace Safety and HealthSmoke-Free Workplace

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Workplace Safety and HealthMotor Vehicles

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Workplace Safety and HealthBad Weather

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Workplace Safety and HealthWorkplace Accidents and Injuries

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Workplace Safety and HealthEmployee Assistance Program

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Workplace Safety and Health{INDUSTRY-SPECIFIC POLICIES}

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Workplace Safety and Health{Hazard Communication}

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Workplace Safety and Health{Bloodborne Pathogens}

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Workplace Safety and Health{Communicable Diseases}

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Workplace Safety and Health{Eye Protection}

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Workplace Safety and Health{Fall Protection}

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Workplace Safety and Health{Lock-Out / Tag-Out}

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Workplace Safety and Health{Ergonomics}

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Wages and HoursGeneral Policy on Wages and HoursComply with Fair Labor Standards Act and all other applicable laws

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Wages and HoursEmployee ClassificationsFull Time, Part Time, Temporary

Hourly, Salaried

FLSA Exempt, FLSA Non-Exempt

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Wages and HoursWork Schedules

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Wages and HoursRecording and Reporting Hours Worked

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Wages and HoursOvertime

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Wages and HoursRest and Meal Breaks

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Wages and HoursTravel Time

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Wages and HoursOn-Call Time

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Wages and HoursTraining and Education Time

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Wages and HoursShift Differentials

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Wages and HoursFlex Time

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Wages and HoursCompensatory Time (Public Sector Only)

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Wages and HoursCorrection of Wage Payments

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Wages and HoursCorrection of Deductions from Exempt Employee Salary (FLSA Safe Harbor)

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Wages and HoursPayment of Wages

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Wages and HoursPayroll Deductions

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Wages and HoursBonuses

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Wages and HoursWage Advances

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Wages and HoursBusiness Expenses

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Employee LeaveGeneral Policy on Employee LeaveTypes of Leave

Eligibility for Leave

Leave Year

Carry-Over

Termination of Employment

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Employee LeaveHolidays

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Employee LeavePaid Time Off

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Employee LeaveVacation

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Employee LeaveSick Leave

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Employee LeaveFamily and Medical Leave Act (FMLA) Leave (50 employees)

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Employee LeaveNon-FMLA Family Leave

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Employee LeavePregnancy LeaveNot less generous that leave for short-term disability

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Employee LeaveMaternity / Paternity Leave

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Employee LeaveShort-Term Disability Leave

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Employee LeaveMilitary Leave (USERRA)

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Employee LeaveBereavement Leave

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Employee LeaveJury Duty and Appearance as Witness

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Employee BenefitsGeneral Policy on Employee BenefitsOverview of Employee Benefits

Handbook Not a Plan

Plan Controls Over Handbook

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Employee BenefitsGroup Health Insurance

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Employee BenefitsDental Insurance

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Employee BenefitsFlexible Spending Accounts

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Employee BenefitsWorkers’ Compensation

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Employee BenefitsDisability InsuranceShort-Term

Long-Term

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Employee Benefits401(k) Plan

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Employee BenefitsTuition Reimbursement

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Employee BenefitsCOBRA Compliance

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Employee BenefitsHIPPA Compliance

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Employee Handbook AcknowledgmentReceived, will readRequired to comply with policies

Not a contract

Employment at will

Will ask if have questions

Drafting Employee Handbooks for Virginia Employers