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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

By: marina-yarberry
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Type: Public

Drafting Employee Handbooks - Description


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 Download Presentation

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