for Virginia Employers Raymond L Hogge Jr Hogge Law Attorneys and Counselors at Law 500 E Plume Street Norfolk Virginia 23510 757 9615400 wwwVirginiaLaborLawco m Drafting Employee Handbooks for Virginia Employers ID: 302416
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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
Drafting Employee Handbooks for Virginia EmployersSlide11
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
Drafting Employee Handbooks for Virginia EmployersSlide18
Equal Employment OpportunityDisability Accommodation
Drafting Employee Handbooks for Virginia EmployersSlide19
Equal Employment OpportunityReligious Accommodation
Drafting Employee Handbooks for Virginia EmployersSlide20
Equal Employment OpportunityHarassmentSexual Harassment
Other Harassment
Drafting Employee Handbooks for Virginia EmployersSlide21
Equal Employment OpportunityRetaliation
Drafting Employee Handbooks for Virginia EmployersSlide22
Equal Employment OpportunityReporting Discrimination, Harassment, and Retaliation
Victim
Observer
Drafting Employee Handbooks for Virginia EmployersSlide23
Equal Employment OpportunityInvestigating Reports of Discrimination, Harassment, and Retaliation
Drafting Employee Handbooks for Virginia EmployersSlide24
Equal Employment OpportunityAffirmative ActionAffirmative action plan
Nor required generally
Required for some government contractors
Specific actions required
Drafting Employee Handbooks for Virginia EmployersSlide25
Equal Employment OpportunityDiversityNot the same as affirmative action
Drafting Employee Handbooks for Virginia EmployersSlide26
Equal Employment OpportunityConsequences of Violating EEO Policies
Drafting Employee Handbooks for Virginia EmployersSlide27
Recruiting and HiringGeneral Statement of PolicyHiring Based on Qualifications
EEO
Drafting Employee Handbooks for Virginia EmployersSlide28
Recruiting and HiringJob AnnouncementsInternal
External
Drafting Employee Handbooks for Virginia EmployersSlide29
Recruiting and HiringQualification StandardsWritten Job Descriptions
Drafting Employee Handbooks for Virginia EmployersSlide30
Recruiting and HiringHiring Process (ADA)Employment Application
Pre-Employment Inquiries
Conditional Offer of Employment
Medical Exams and Inquiries
Active Employment
Drafting Employee Handbooks for Virginia EmployersSlide31
Recruiting and HiringEmployment Applications
Drafting Employee Handbooks for Virginia EmployersSlide32
Recruiting and HiringPre-Employment Drug Testing
Drafting Employee Handbooks for Virginia EmployersSlide33
Recruiting and HiringPre-Employment Medical Certifications
Drafting Employee Handbooks for Virginia EmployersSlide34
Recruiting and HiringBackground ChecksCriminal
Credit
Drafting Employee Handbooks for Virginia EmployersSlide35
Recruiting and HiringReference Checks
Drafting Employee Handbooks for Virginia EmployersSlide36
Recruiting and HiringImmigration Law Compliance / I-9
Drafting Employee Handbooks for Virginia EmployersSlide37
Recruiting and HiringEmployment of Relatives
Drafting Employee Handbooks for Virginia EmployersSlide38
Standards of ConductGeneral Standards of Employee ConductExamples of Prohibited Conduct
Drafting Employee Handbooks for Virginia EmployersSlide39
Standards of ConductCompany Reputation
Drafting Employee Handbooks for Virginia EmployersSlide40
Standards of ConductAttendance and Punctuality
Drafting Employee Handbooks for Virginia EmployersSlide41
Standards of ConductPersonal Appearance and Dress Code
Drafting Employee Handbooks for Virginia EmployersSlide42
Standards of ConductWorkplace Appearance and Cleanliness
Drafting Employee Handbooks for Virginia EmployersSlide43
Standards of ConductWorkplace Violence
Drafting Employee Handbooks for Virginia EmployersSlide44
Standards of ConductFood and Beverages
Drafting Employee Handbooks for Virginia EmployersSlide45
Standards of ConductSmoking
Drafting Employee Handbooks for Virginia EmployersSlide46
Standards of ConductEmployee Break Room
Drafting Employee Handbooks for Virginia EmployersSlide47
Standards of ConductEmployee Parking
Drafting Employee Handbooks for Virginia EmployersSlide48
Standards of ConductUse of Company Property
Drafting Employee Handbooks for Virginia EmployersSlide49
Standards of ConductCompany Computers and E-Mail
Drafting Employee Handbooks for Virginia EmployersSlide50
Standards of ConductSocial Media
Drafting Employee Handbooks for Virginia EmployersSlide51
Standards of ConductDating Among Employees
Drafting Employee Handbooks for Virginia EmployersSlide52
Standards of ConductSolicitations and Distributions
Drafting Employee Handbooks for Virginia EmployersSlide53
Standards of ConductConfidentiality
Drafting Employee Handbooks for Virginia EmployersSlide54
Standards of ConductConflicts of Interest
Drafting Employee Handbooks for Virginia EmployersSlide55
Standards of ConductOutside Employment
Drafting Employee Handbooks for Virginia EmployersSlide56
Employee RelationsNew Employee Orientation
Drafting Employee Handbooks for Virginia EmployersSlide57
Employee RelationsInitial Probationary Period
Drafting Employee Handbooks for Virginia EmployersSlide58
Employee RelationsPerformance Evaluations
Drafting Employee Handbooks for Virginia EmployersSlide59
Employee RelationsPerformance Improvement Plans
Drafting Employee Handbooks for Virginia EmployersSlide60
Employee RelationsBulletin Boards
Drafting Employee Handbooks for Virginia EmployersSlide61
Employee RelationsDisciplinary ActionsProgressive Discipline
Drafting Employee Handbooks for Virginia EmployersSlide62
Employee RelationsTermination of Employment
Drafting Employee Handbooks for Virginia EmployersSlide63
Employee RelationsResignation
Drafting Employee Handbooks for Virginia EmployersSlide64
Employee RelationsJob Abandonment
Drafting Employee Handbooks for Virginia EmployersSlide65
Employee RelationsLayoff and Recall
Drafting Employee Handbooks for Virginia EmployersSlide66
Employee RelationsReductions in Force (WARN Act)
Drafting Employee Handbooks for Virginia EmployersSlide67
Employee RelationsEmployee Suggestions
Drafting Employee Handbooks for Virginia EmployersSlide68
Employee RelationsEmployee Complaints
Drafting Employee Handbooks for Virginia EmployersSlide69
Employee RelationsGrievance Procedure
Drafting Employee Handbooks for Virginia EmployersSlide70
Employee RelationsOpen Door Policy
Drafting Employee Handbooks for Virginia EmployersSlide71
Employee RelationsWhistleblower Protection
Drafting Employee Handbooks for Virginia EmployersSlide72
Employee RelationsEmployee Recognition
Drafting Employee Handbooks for Virginia EmployersSlide73
Employee RelationsWorkplace Privacy
Drafting Employee Handbooks for Virginia EmployersSlide74
Employee RelationsEmployment RecordsPersonnel Files
Medical Files
I-9 Files
Employee Inspection of Employment Records
Drafting Employee Handbooks for Virginia EmployersSlide75
Workplace Safety and HealthGeneral Policy of Workplace Safety and Health
Drafting Employee Handbooks for Virginia EmployersSlide76
Workplace Safety and HealthOSHA Compliance
Drafting Employee Handbooks for Virginia EmployersSlide77
Workplace Safety and HealthSafety and Health Program
Drafting Employee Handbooks for Virginia EmployersSlide78
Workplace Safety and HealthSafety Inspections
Drafting Employee Handbooks for Virginia EmployersSlide79
Workplace Safety and HealthWorkplace Searches
Drafting Employee Handbooks for Virginia EmployersSlide80
Workplace Safety and HealthWorkplace Violence
Drafting Employee Handbooks for Virginia EmployersSlide81
Workplace Safety and HealthDrug and Alcohol Testing
Drafting Employee Handbooks for Virginia EmployersSlide82
Workplace Safety and HealthSubstance Abuse
Drafting Employee Handbooks for Virginia EmployersSlide83
Workplace Safety and HealthFire Safety
Drafting Employee Handbooks for Virginia EmployersSlide84
Workplace Safety and HealthSmoke-Free Workplace
Drafting Employee Handbooks for Virginia EmployersSlide85
Workplace Safety and HealthMotor Vehicles
Drafting Employee Handbooks for Virginia EmployersSlide86
Workplace Safety and HealthBad Weather
Drafting Employee Handbooks for Virginia EmployersSlide87
Workplace Safety and HealthWorkplace Accidents and Injuries
Drafting Employee Handbooks for Virginia EmployersSlide88
Workplace Safety and HealthEmployee Assistance Program
Drafting Employee Handbooks for Virginia EmployersSlide89
Workplace Safety and Health{INDUSTRY-SPECIFIC POLICIES}
Drafting Employee Handbooks for Virginia EmployersSlide90
Workplace Safety and Health{Hazard Communication}
Drafting Employee Handbooks for Virginia EmployersSlide91
Workplace Safety and Health{Bloodborne Pathogens}
Drafting Employee Handbooks for Virginia EmployersSlide92
Workplace Safety and Health{Communicable Diseases}
Drafting Employee Handbooks for Virginia EmployersSlide93
Workplace Safety and Health{Eye Protection}
Drafting Employee Handbooks for Virginia EmployersSlide94
Workplace Safety and Health{Fall Protection}
Drafting Employee Handbooks for Virginia EmployersSlide95
Workplace Safety and Health{Lock-Out / Tag-Out}
Drafting Employee Handbooks for Virginia EmployersSlide96
Workplace Safety and Health{Ergonomics}
Drafting Employee Handbooks for Virginia EmployersSlide97
Wages and HoursGeneral Policy on Wages and HoursComply with Fair Labor Standards Act and all other applicable laws
Drafting Employee Handbooks for Virginia EmployersSlide98
Wages and HoursEmployee ClassificationsFull Time, Part Time, Temporary
Hourly, Salaried
FLSA Exempt, FLSA Non-Exempt
Drafting Employee Handbooks for Virginia EmployersSlide99
Wages and HoursWork Schedules
Drafting Employee Handbooks for Virginia EmployersSlide100
Wages and HoursRecording and Reporting Hours Worked
Drafting Employee Handbooks for Virginia EmployersSlide101
Wages and HoursOvertime
Drafting Employee Handbooks for Virginia EmployersSlide102
Wages and HoursRest and Meal Breaks
Drafting Employee Handbooks for Virginia EmployersSlide103
Wages and HoursTravel Time
Drafting Employee Handbooks for Virginia EmployersSlide104
Wages and HoursOn-Call Time
Drafting Employee Handbooks for Virginia EmployersSlide105
Wages and HoursTraining and Education Time
Drafting Employee Handbooks for Virginia EmployersSlide106
Wages and HoursShift Differentials
Drafting Employee Handbooks for Virginia EmployersSlide107
Wages and HoursFlex Time
Drafting Employee Handbooks for Virginia EmployersSlide108
Wages and HoursCompensatory Time (Public Sector Only)
Drafting Employee Handbooks for Virginia EmployersSlide109
Wages and HoursCorrection of Wage Payments
Drafting Employee Handbooks for Virginia EmployersSlide110
Wages and HoursCorrection of Deductions from Exempt Employee Salary (FLSA Safe Harbor)
Drafting Employee Handbooks for Virginia EmployersSlide111
Wages and HoursPayment of Wages
Drafting Employee Handbooks for Virginia EmployersSlide112
Wages and HoursPayroll Deductions
Drafting Employee Handbooks for Virginia EmployersSlide113
Wages and HoursBonuses
Drafting Employee Handbooks for Virginia EmployersSlide114
Wages and HoursWage Advances
Drafting Employee Handbooks for Virginia EmployersSlide115
Wages and HoursBusiness Expenses
Drafting Employee Handbooks for Virginia EmployersSlide116
Employee LeaveGeneral Policy on Employee LeaveTypes of Leave
Eligibility for Leave
Leave Year
Carry-Over
Termination of Employment
Drafting Employee Handbooks for Virginia EmployersSlide117
Employee LeaveHolidays
Drafting Employee Handbooks for Virginia EmployersSlide118
Employee LeavePaid Time Off
Drafting Employee Handbooks for Virginia EmployersSlide119
Employee LeaveVacation
Drafting Employee Handbooks for Virginia EmployersSlide120
Employee LeaveSick Leave
Drafting Employee Handbooks for Virginia EmployersSlide121
Employee LeaveFamily and Medical Leave Act (FMLA) Leave (50 employees)
Drafting Employee Handbooks for Virginia EmployersSlide122
Employee LeaveNon-FMLA Family Leave
Drafting Employee Handbooks for Virginia EmployersSlide123
Employee LeavePregnancy LeaveNot less generous that leave for short-term disability
Drafting Employee Handbooks for Virginia EmployersSlide124
Employee LeaveMaternity / Paternity Leave
Drafting Employee Handbooks for Virginia EmployersSlide125
Employee LeaveShort-Term Disability Leave
Drafting Employee Handbooks for Virginia EmployersSlide126
Employee LeaveMilitary Leave (USERRA)
Drafting Employee Handbooks for Virginia EmployersSlide127
Employee LeaveBereavement Leave
Drafting Employee Handbooks for Virginia EmployersSlide128
Employee LeaveJury Duty and Appearance as Witness
Drafting Employee Handbooks for Virginia EmployersSlide129
Employee BenefitsGeneral Policy on Employee BenefitsOverview of Employee Benefits
Handbook Not a Plan
Plan Controls Over Handbook
Drafting Employee Handbooks for Virginia EmployersSlide130
Employee BenefitsGroup Health Insurance
Drafting Employee Handbooks for Virginia EmployersSlide131
Employee BenefitsDental Insurance
Drafting Employee Handbooks for Virginia EmployersSlide132
Employee BenefitsFlexible Spending Accounts
Drafting Employee Handbooks for Virginia EmployersSlide133
Employee BenefitsWorkers’ Compensation
Drafting Employee Handbooks for Virginia EmployersSlide134
Employee BenefitsDisability InsuranceShort-Term
Long-Term
Drafting Employee Handbooks for Virginia EmployersSlide135
Employee Benefits401(k) Plan
Drafting Employee Handbooks for Virginia EmployersSlide136
Employee BenefitsTuition Reimbursement
Drafting Employee Handbooks for Virginia EmployersSlide137
Employee BenefitsCOBRA Compliance
Drafting Employee Handbooks for Virginia EmployersSlide138
Employee BenefitsHIPPA Compliance
Drafting Employee Handbooks for Virginia EmployersSlide139
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