USAIGC-Sample Employee Handbook: An employee handbook is given to new employees from the employer.
The handbook is used to inform employees about their job duties and expectations set by the employer.An employee handbook should detail the rights of the employee, as well as the legal obligations of the employer. Other subjects that may be covered in the handbook include dress code, compensation policies, the amount of sick time or paid time off available for employees, and additional employee benefits. The employee handbook serves to protect both the employee and the employer. It makes the expectations of both parties very clear. This helps to prevent legal disputes between the two parties. In order to ensure an employee has received a handbook and may be required to sign an acknowledgement form.
The employee handbook is one of the most important documentsyou will create as an entrepreneur. It is your and HR’s go-to resource for resolving disciplinary matters.And since it is required reading for your new employees,it’s the one document you can rely on to whip them into shape. An employee handbook is, or should be, all of the following. Company’s Constitution: Your employee handbook is your number one resource for dispute resolution, intra-employee mediation, and performance review. HR will use it, employees will (or should) use it, and you will refer to it as needed when revising policy or developing your company’s infrastructure.
The foundation of your workforce: What kinds of employees do you want working for you? Employees who perform the way you want them to, of course. The employee handbook is a handy definition of what an ideal employee is and what standards your current employees should strive for.
Protection against lawsuits:Items such as the disclaimer, the non-contract clause(stipulating that receipt of the handbook in no way guarantees employment) and the assumption of your right to change employment policiesat willgrant you the status you need to keep things running smoothly. Other policies, such as the sexual harassmentpolicy, non-discrimination policy andtermination policy, dictate what is and is not okay, and releases you from liabilityshould unsavory events occur within your staff.
Many employee handbooks read alike. This is because many busy entrepreneurs copy from an employee handbook sample or make lazy work of free employee handbook templates they have downloaded from the internet. Templates and samples can be very useful tools; however, when using them take the time to customize your employee handbook’s tone and provisions to suit your business goals and objectives.
What kind of image do you want to promote? Design your employee handbook keeping your ideal boss-voice in your mind. Do you want to intimidate your employees? NODo you want to discipline them right off the bat? NOOr do you want to project a more casual, congenial image? The tone, as well as the content, of your employee handbook can say a lot about who your company is and what you value.
Legal Considerations. An employee handbook may seem simple enough in principle – it is a long, long document that dictates the rules of conduct at your business. It serves two main purposes.
1. to explain the laws of the land to your current staff.
2. to protect you, the employer, from legal hassle.
The best way to ensure that they do this is, as you may expect, to be sure they cover all mandatory legal tenets.
Here’s a run-down of what legal fields you need to cover in your employee handbook. Make all necessary disclaimers You must make three things clear
Familiarize yourself with every level of employment law. This means: read up on federal, state and local employmentregulations,and find out which policies must by law be outlined in detail in your handbook.
Most employee handbooks are required to include the following policies–
Worker’s Compensation Policy required in most states to outline your Workers’ Compensation policies in your handbook. Equal Opportunity Employment Policy: The Department of Labor requires that you print your Equal Opportunity and Non-Discrimination policies in detail in your employee handbook.
Family Medical Leave Policy: Governed by the Family Medical Leave Act, which is on the federal level. If your company is above a certain size, you are required to give your employees as many as 12 weeks of unpaid medical leave during any given 12-month period in the case of dire illness, childbirth, or the care of a child or sick family member.
The Main Components of an Employee Handbook
To ensure that your business runs smoothly, each new employee should receive an employee handbook. If you haven’t fully developed rules and policies for your company, now is the time to do it.You don’t want to forget any details when you’re laying out the following main components of your employee handbook.
Brief history of the company. This doesn’t have to be a novel. Tell the success story of your company in a few concise paragraphs. Describe the background of each of your founding members, the way it all got started and your company mission. The goal here is to inspire employees’ faith in the company and to make them excited about joining your corporate culture.
Policies: This is the real meat of the employee handbook. Lay out all policies that employees should A: internalize or B: be able to refer to throughout the course of their employment. If you want to be able to enforce your policies , your employees need to have access to them. It’s a good idea to be a bit nitpicky – you don’t want to leave anything out. Here are a few policies included in most employee handbooks Equal Opportunity and Non-Discrimination Policies. These are important policies to note. While other policies in your employee handbook may be worded more casually, it is crucial to put your Equal Opportunity and Non-Discrimination Policiesin high legalese. Example:Skye Pi Inc. does not discriminate against employees on the basis of race, color, national or ethnic origin, ancestry, age, religion or religious creed, disability or handicap, sex or gender (including pregnancy, sexual harassment and other sexual misconduct including acts of sexual violence such as rape, sexual assault, sexual exploitation and coercion), gender identity and/or expression (including a transgender identity), sexual orientation, military or veteran status genetic information, or any other characteristic protected under federal, state or local law. Retaliation is also prohibited.
CLUB OWNER/BUSINESS: will comply with state and federal laws such as M.G.L. c. 151B, Title IX, Title VI and Title VII of the Civil Rights Act, the Americans with Disabilities Act, Section 504 of the Rehabilitation Act of 1973, the Age Discrimination in Employment Act, and other similar laws that prohibit discrimination.
Worker’s Compensation Policy: This is the policy that insures workers against work-related accidents, lost work time, or medical bills. All employees are covered by workers’ compensation insurance, which compensates an employee for lost time, medical expenses, and loss of life or dismemberment from an injury arising out of or in the course of work. Employees must report any accident or injury immediately to his/her supervisor and the Human Resources Department so that the necessary paperwork may be completed.
Family Medical Leave Policy: This is the policy by which an employee may take unpaid medical leave while retaining job protection and company health insurance.
Time Off: In this section, explain your company policy on taking time off. Note – this is different from paid or unpaid vacations.
Employee Conduct: Here, lay down the law as regards dress code, proper vs. improper treatment of clients and coworkers, punctuality, demeanor and your policy on sexual harassment.
Payment: Provide an outline of the payroll schedule and, if it seems pertinent, pay-scales for every major position.
Benefits: Describe the employee benefits package, including sick leave, vacation, retirement and social security.
Disclaimer: This section states the purposes of the employee handbook and gives you, the employer, the right to change policies at will.
Proof of Receipt: It’s important to include a detachable page or something similar stating that the employee has received, read and agreed to the policies included in the handbook. This page may then be detached and given to HR.
Vacation Habits: September 22, 2017There’s one thing we all know when it comes to the weekend - paid time off is the sweet reward of hard work. And generally, workers deserve more paid time off than they get.
AT-WILL EMOKYEE AGREEMET AND ACKNOWLEDGEMENT OF RECEIPT OF EMPLOYEE HANDBOOK.
Employee Name ______________________________________
I acknowledge that I have received a copy of the _____________________________________
Employee Handbook.I understand that this handbook’s policies are intended as guidelines, not as contact of employment. I understand that my employment is on an “At-Will” terms and therefore subject to termination, with or without notice or obvious reason, by myself of the Company. Changes to my “at-well” status may only take the form of a written agreement signed by authorized member of the Company as well as myself. This agreement supersedes all prior contemptuous inconsistent agreements. I understand that the Company may change IRS policies and procedures contained therein. BASED ON SATISFORTY BACKGROUND CHECK
Purpose of this Handbookis to familiarize you - the employee - with the policies, rules and other key aspects of (the "Company"). The information in this handbook supersedes all rules and policies that may previously have been expressed or implied, in both written and oral format. Compliance with this handbook is compulsory for all employees. The Company reserves the right to interpret this handbook's content as it sees fit, and to deviate from policy when it deems necessary.
Changes of Policy reserve the right to change this handbook's content, at any time and at our sole discretion. Its provisions may not be altered by any other means, oral or written. You will receive written notice of any changes we make to the employee handbook, and are responsible for understanding and complying with all up-to-date policies. If you are confused about any information defined herein, please contact the Human Resources Manager.
Employment Forms. All new employees are required to complete and submit the following forms. Starred (*) forms can be found at the end of this manual. All others have been or will be provided separately.
At-Will Employment Agreement and Acknowledgement of Receiptof Employee Handbook
*Employment Eligibility Form I-9
On the day of hire, each new employee is legally obligated to complete the Employment Eligibility Verification Form I-9 and submit documents establishing identity and eligibility within the next three business days. The same policy applies to re-hired employees whose I-9's are over three years old or otherwise invalid.
Section 2. Terms & Definitionstypically employs regular and temporary employees on an "at-will" basis. This section defines the terms of "at-will" employment, as well as the different types of employees we hire.
-Definition of "At-Will" EmploymentThe job of an "at-will" employee is not guaranteed. It may be ended, at any time and with or without notice, by the employee or, for a lawful reason, by the Company. The Company also reserves the right to alter an "at-will" employee's benefits, pay rate, and assignments as it sees fit. The "at-will" terms of an employee's employment may only be changed by the President, CEO or CFO, and must be signed by the President or the CEO.
Types of WorkerThis section distinguishes between the different types of workers the Company employs. Employee status is established at the time of hire and may only be altered via a written statement signed by the Company.
Exempt vs Non-ExemptThe majority of employees are non-exempt, meaning they are entitled by law to at least minimum wage and premium pay for overtime. Exempt employees are not subject to these laws. Exempt status is defined by particular standards set by state law and the Federal Labor Standards Act (FLSA). This class of employee is usually an executive, an administrator, or a highly paid specialist such as a programmer.
Regular vs. Temporary Regular employees work a regular schedule, either on a full-time or part-time basis. To be considered full-time, an employee must work at least per week. A temporary employee is a person we hire for a short period (usually 3 months at maximum) to assist with a project or remedy a staff shortage. A temporary employee is also employed on an "at-will" basis (defined above).
Independent Contractors & ConsultantsIndependent contractors and consultants are not Company employees, but rather self-employed professionals whom we hire for specific projects. Unlike employees, they do not operate under Company direction, and control their own methods, materials and schedules. They are not eligible for Company benefits.
Payroll: Payment Schedule: Employees are paid generally on . In cases where the regular payday falls on a holiday, Employees will receive payment on the last business day before said holiday.
Wages: Wages vary from employee to employee and are based on level of skill and experience. The Company conducts regular evaluations of all employees and issues promotions as it sees fit. Employees who feel entitled to higher pay may contact to discuss. In additional to regular pay, employees may have the option of earning overtime pay. Overtime:A non-exempt employee may work overtime on the terms defined by law pending prior authorization by his or her manager.
Deductions & Garnishment: Federal and state law requires that we deduct the following from every paycheck:
Equal Opportunity Employment Policy. The Company provides equal employment opportunities to all applicants, without regard to unlawful considerations of or discrimination against race, religion, creed, color, nationality, sex, sexual orientation, gender identity, age, ancestry, physical or mental disability, medical condition or characteristics, marital status, or any other classification prohibited by applicable local, state or federal laws. This policy is applicable to hiring, termination and promotion; compensation; schedules and job assignments; discipline; training; working conditions, and all other aspects of employment. As an employee, you are expected to honor this policy and to take an active role in keeping harassment and discrimination out of the workplace.
Accommodation for Disabled Employees. We are happy to work with otherwise qualifieddisabled employees in order to accommodate limitations, in accordance with the Americans with Disabilities Act (ADA). It is up to the employee to approach his or her supervisor with this request, and to provide medical proof of his or her needs upon the Company's request. We are also happy to accommodate employees diagnosed with life-threatening illnesses. Such employees are welcome to maintain a normal work schedule if they so desire, provided that we receive medical papers proving their working cannot harm themselves or others and their work remains at acceptable standards.
Employment of Minors. Our policy on employment of minors adheres to all FSLA standards, including the following:
Leaves of AbsenceEmployees requiring time off from work may apply for a leave of absence. All leaves must be approved by management. For planned leaves, employees must submit requests at least in advance. Emergency leaves must be requested as soon as possible. Accepting/performing another job or applying for unemployment benefits during leave will be considered voluntary resignation. We consider all requests in terms of effect on the Company and reserve the right to approve or deny requests at will, except when otherwise directed by law. Any request for a leave of absence due to disability will be subject to an interactive review. A medical leave request must be supported in a timely manner by a certification from the employee's health care provider. Extension of leave must be requested and approved before the current leave ends. No employee is guaranteed reinstatement upon returning from leave, unless the law states otherwise. However, the Company will try to reinstate each returning employee in his or her old position, or one that is comparable. Below are the three main types of leave that offers employees. Some, but not all, are governed by law.
Work-Related Sickness & Injury Employees eligible for Worker's Compensation rendered unable to work because of work-related injury or illness will receive an unpaid leave for the period required. For eligible employees, the first 12 weeks will be treated concurrently as a family and medical leave under the Family and Medical Leave Act.
Maternity: An employee disabled on account of pregnancy, childbirth, or a related medical condition may request an unpaid leave of absence of up to four months. Time off may be requested for prenatal care, severe morning sickness, doctor-ordered bed rest and recovery from childbirth.
Election Days: Provided an employee's schedule does not allow time for voting outside of work, and that he/she is a registered voter, he/she may take up to two hours, with pay, at the beginning or end of a workday, to vote in local, state or national elections.
Section 5. Employment BenefitsThe following is merely an overview of the Company's benefits package. It does not contain all relevant information. Please contact to obtain all details.
Unemployment InsuranceEmployees rendered unemployed through no fault of their own or due to circumstances described by law, receive unemployment insurance. State agencies administer this insurance and determine benefit eligibility, amount (if any), and duration.
Workers' CompensationWorkers' Compensation laws compensate for accidental injuries, death and occupational disabilities suffered in the course of employment. provides Workers' Compensation Insurance for all employees. Generally, this includes lost wages, disability payments and hospital, medical and surgical expenses (paid directly to hospital/physician) and assistance in injured employees in returning to suitable employment.
Social Security Benefits (FICA)Both employees and the Company contribute funds to the federal Social Security Program, which provides retirees with benefit payments and medical coverage.
Rules of Conduct
On the Job- Reporting for Work- Employees are expected to begin and end each shift at the time and on the day appointed. You must inform your supervisor beforethe start of the work day if you will be absent or late, and obtain his or her permission to leave early. Absences and late arrivals will be recorded. Should your absences or tardiness exceed a reasonable limit, you will be subject to disciplinary action and possible termination. Failing to call one's supervisor or report to work for consecutive workdays will be considered voluntary resignation, and result in removal from payroll.
Staying Safe- Safety in the workplace is the Company's number one priority. You must inform your supervisor in the event of unsafe conditions, accident or injury, and use safe working methods at all times.
Meals & Breaks-Unless defined otherwise by state law, non-exempt employees are entitled to a paid 10-minute break for every four hours of work, as well as a 30-minute meal break for any shift lasting longer than five hours.
Cell Phone Use-Cell phones brought to work must be on silent or vibrate mode to avoid disrupting coworkers. They may only be used during breaks and meal periods, away from where others are working. If cell phone use interferes with operations in any way, an employee's cell phone privilege may be rescinded and disciplinary action, up to and including termination, may be used. Employees who receive Company cell phones should strive to use them for Company business only. All phones must be shut off during meetings.
Rules & Policies
Confidentiality: No previous or current employee may disclose or give access to confidential Company information, in any way or at any time, unless otherwise authorized by Management.
Discrimination & Harassment- In keeping with our Equal Opportunity Employment clause, the Company will not tolerate on-site discrimination or harassment on any legally protected basis, including that of physical characteristics, mental characteristics, race, religious or political views, nationality, disability, medical condition, sex, sexual preference, or gender identification. Harassment and discriminatory behavior among employees or contractors will result in disciplinary action, with the possibility of termination. Discrimination and harassment by customers or other business associates should be immediately reported to your supervisor, at which point the Company will investigate and take corrective action.You are welcome to seek legal relief if you find the Company's actions inadequate.
Drugs & Alcohol:Good performance on the part of our employees is crucial to 's success. For this reason, we strictly forbid employees to do the following while at work*: Drinking alcoholand selling, purchasing or using illegal drugs at work. An "illegal drug" is anydrug that has not been obtained by legal means. This includes prescription drugs being used for non-prescribed purposes. Possessionof any non-prescribed controlled substance, including alcohol and legal illegally obtained prescription drugs.
Reporting for work intoxicated.We reserve the right to test employees for substance abuse. Illegal drugs, illegal drug metabolites, or excessive alcohol in your system will result in disciplinary action. The Company cares about the overall health and well-being of its employees. Any employee who feels that he/she is developing a substance abuse problem is urged to seek help. The Company will grant time off (within reason) for rehabilitation. Be advised, however, that this will not excuse a substance-related offense. In some cases, completion of Company-approved rehabilitation program may serve as an alternative to termination.*Any piece of Company property, including Company vehicles, as well as during work hours.
Disciplinary Action: The Company takes disciplinary matters very seriously, and will exact discipline as it sees fit for any unacceptable action or behavior. These may include:
At-Will Employment Agreement and Acknowledgement of Receipt of Employee Handbook
Employee: I acknowledge that I have received a copy of the Employee Handbook, which contains vital information on the Company's policies, procedures and benefits. I understand that this handbook's policies are intended only as guidelines, not as a contract of employment. I understand that my employment is on "at-will" terms and therefore subject to termination, with or without notice or obvious reason, by myself or the Company. Changes to my "at-will" status may only take the form of a written agreement signed by an authorized member of the Company as well as myself. This agreement supersedes all prior/contemporaneous inconsistent agreements.
I understand that the Company may change its policies, procedures and benefits at any time at its discretion, as well as interpret or vary them however it deems appropriate.
I have read (or will read) and agree to abide by all policies and procedures contained therein.
USAIGC & IAIGC Gymnastic Club Owners Association must develop business practices & procedures that help make your Club be successful. You MUST have a well run and organized gymnastic facility.
It starts with your Employees, your Staff, your administration, YOU OWNERS. You can have the most beautiful facility in the World but if your Staff works by the seat of their pants, you are in trouble. Organization and Execution is the key to success.
Hiring Procedures and Employment Information.
Your employees must know whast you expect of them and what their duties and responsiblities are.
Below is a sample of an Employee Rule & Policy Book/Contract.
Position: Name of the position. Employment Information Form, Code of Conduct Form,
Employment Agreement and a Current Background Check. These forms must be returned before their first day of work. Staff members must keep confidential the terms of their respective agreements.
Probationary Period: 3 Month probationary period during this time frame the Club Owners will continue to check references and information supplied by the employee. Falsification of records or failure to disclose legal matters which relate directly to working with young children will result in termination of the employee. Employee must be notified of a probationary period. Excessive tardiness, failure to call an owner at any time of the day or night if you are going to be out. Owners Choice: If late, you must put down the next 15 minute rotation on your time sheet and start at that time.
Owners MUST speak directly to the employee in reference to any issue concerning employees performance. Employees may be put on probation where when their evalutation is under par, OR failure to wear your staff shirt, leaving your class unattended, bringing your cell phone onto the gymnastics floor, going into the staff room during your class to use your phone! You can eat or drink in the staff room but not during your class time. Water may be brought into the gym.
Owners can create addotional requirements/rules.
Establish Pay Periods & Times for Being Paid. Example: Payroll is available for pick up at our office after 4:30 p.m. on Wednesday. Pay period normally from Monday to Sunday. Any questions regarding your pay check must be directed to PAYROLL MANAGEMENT. All Employees must sign in and out on a sheet in the office. There may be times where we will ask you to have an owner or manager to initial your time sheet.
End of your shift Job: Everyone has an end of your job shift. Each employee is asked to do one job at the end of their shift: straighten mats, set beams to a certain height....... Employees should ask Owner/Manager at the gym what you can do before you leave. If you cover for someone, you must do their job.
Code of Conduct: Teaching children is an awesome responsibility. They look up to you and admire you. Below is what the CLUB expects of your behavior while on the job. These infractions can result in immediate dismissal.
Additional reason for termination of employment:
The Employee Manual can be amended by the Club Owner and if amended it must be sent to the USAIGC Office for legal approval.