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Sample Language for Employee Handbooks*

*Not intended to provide specific legal advice. Please review your legal questions with your employment attorney.

The Employee Handbook is subject to change.

The policies included in this Employee Handbook are guidelines only and are subject to change
as the Company deems appropriate and necessary. From time to time you may receive notice of
new or modified policies, procedures, benefits, or programs.

Clearly communicate that you are replacing old handbooks and/or policies.

This Employee Handbook supersedes and replaces all previous handbooks and policies
including, but not limited to, all memoranda or written policies which may have been issued on the
subjects covered in this handbook.

The Employee Handbook is not a contract. No promises of continued employment are made.

This Employee Handbook is not a contract, express or implied, nor does it guarantee employment
for any specific length of time. Although we hope our employment relationship will be long term,
either the Company or you can end the relationship at any time, with or without notice, with or
without reason, to the extent allowed by law.

EMPLOYMENT REFERENCES POLICY - SAMPLE


All requests for employment references must be directed to the Human Resource Manager. No manager,
supervisor, or employee is authorized to release references for current or former employees.

The Human Resource Manager is responsible for responding to all reference check inquiries. Responses
to such inquiries will confirm dates of employment and position(s) held.

If an employee authorizes disclosure in writing, we will also provide information on the amount of salary or
wages the employee last earned to the requesting entity.

EMPLOYMENT AT WILL STATEMENT – SAMPLE

Employment with XYZ is on an “at-will” basis and is for no definite period. Employment with XYZ may,
regardless of the date or method of payment of wages or salary, be terminated at any time by either XYZ
or the employee, with or without cause or notice. No one, other than PRESIDENT has the authority to
alter the at-will status of your employment or to enter into any employment contract for a definite period of
time. Any such agreement altering the employment-at-will status must be in writing and signed by
PRESIDENT .

EMPLOYMENT AT WILL STATEMENT – SAMPLE #2

We are an 'at-will' employer and operate under the provision that employees have the right to resign from
their position at any time, with or without notice and with or without cause. We, the employer, have similar
rights to terminate the employment relationship at any time, with or without notice and with or without
cause.
Ann B. Plunkett, WorkPlace Partners, Inc., (314) 993-6467 ann@workplacepartners.com
POLICY AGAINST DISCRIMINATION BASED ON DISABILITY - SAMPLE

As stated in our Equal Employment Opportunity Policy, XYZ provides employment opportunities without
regard to disability of an applicant or team member. XYZ will not discriminate against a qualified disabled
individual with regard to application, hiring, advancement, discharge, compensation, training, or any other
terms, conditions, or privileges of employment.

We will make a reasonable accommodation for any known physical or mental limitation of an otherwise
qualified individual, unless doing so imposes an undue hardship on the business. Any request for an
accommodation should be made to the Human Resource Manager.

SOCIAL MEDIA AND SOCIAL NETWORKING POLICY - SAMPLE

In order to protect Company assets, images, associates, vendors, and customers, associates are not
permitted to represent the Company while participating in personal blogs, social media or social
networking sites. Participation in social media and social networking sites is prohibited while associates
are working. Associates are not permitted to use company computers, laptops or other equipment when
participating in social media or social networking sites without company approval.

Employees that create or maintain personal blogs that reference the Company should include clear
disclaimers that the views expressed by the author in the blog are the author’s alone and do not represent
the views of the Company. Information published on an employees’ blog or other blogs, forums, and
social networking sites should comply with the Company’s confidentiality and disclosure policies.

Any identification of the author, including usernames, pictures/logs, or “profile” web pages, shall not use
logs, trademarks, or other intellectual property of the company, without prior approval of the company.

When participating in social media or on social networking sites, employees should be respectful to the
Company, other employees, customers, co-workers, and competitors. Employees should be aware that
actions captured via images, posts or other online comments can reflect that of the Company. When
participating in social media or on social networking sites, do not reference Company clients, partners,
vendors or customers without their express consent.

Violations of this policy will result in disciplinary action, up to and including termination of employment.

CELL PHONE POLICY CONSIDERATIONS –

A number of companies are limiting cell phone use. Some companies are limiting both personal and
company cell phone use in a moving vehicle. Consider establishing a cell phone policy that applies both
to hands-free and hand-held models, both personal and company-issued. The policy should consider cell
phone use for vehicles and equipment operations. Educate drivers on the safety concerns associated
with cell phones as part of the policy process. Some companies require employees to sign an
acknowledgment of the company’s policy. For company-issued cell phones, some companies place
stickers on the phones stating the cell phone policy limitations. Consider a disciplinary policy.

Companies that rely on dispatch as part of business operations should weigh their options for policy,
ensuring that driver and public safety remain the highest priority. Dispatchers should always keep calls
brief. Consider tailoring the policy to encompass other wireless devices, as appropriate.

Ann B. Plunkett, WorkPlace Partners, Inc., (314) 993-6467 ann@workplacepartners.com


CELL PHONE POLICY – SAMPLE

This policy outlines the use of personal cell phones at work, including special issues related to camera
phones, the personal use of business cell phones and the safe use of cell phones by employees while
driving.

1. Personal Cellular Phones

While at work employees are expected to exercise the same discretion in using personal cellular phones
as is expected for the use of company phones. Excessive personal calls during the workday, regardless
of the phone used, can interfere with employee productivity and be distracting to others. Employees are
asked to limit personal calls during the workday as much as possible. Flexibility will be provided in
circumstances demanding immediate attention.

The company will not be liable for the loss of personal cellular phones brought into the workplace.

2. Camera Phones

The company prohibits employee possession or use of cameras in the workplace, including camera
phones, as a preventative step believed necessary to secure employee privacy, trade secrets and other
business information.

3. Personal Use of Company-Provided Cellular Phones

Where job or business needs demand immediate access to an employee the company may issue a
business-owned cell phone to an employee for work-related communications. To protect the employee
from incurring a tax liability for the personal use of this equipment, such phones are to be used for
business reasons only. Phone logs will be audited regularly to ensure appropriate use of the company
phone.

Employees in possession of company equipment such as cellular phones are expected to protect the
equipment from loss, damage or theft. Upon resignation or termination of employment, or at any time
upon request, the employee may be asked to produce the phone for return or inspection

4. Safety Issues for Cellular Phone Use

Employees whose job responsibilities include regular or occasional driving and who are issued a cell
phone for business use are expected to refrain from using their phone while driving. Safety must come
before all other concerns. Regardless of the circumstances, including slow or stopped traffic, employees
are strongly encouraged to pull off to the side of the road and safely stop the vehicle before placing or
accepting a call. In situations where job responsibilities include regular driving and accepting of business
calls, hands-free equipment should be used.

Employees whose job responsibilities do not specifically include driving as an essential function, but who
are issued a cell phone for business use, are also expected to abide by the provisions above. Under no
circumstances are employees allowed to place themselves at risk to fulfill business needs.

Employees who are charged with traffic violations resulting from the use of their phone while driving are
solely responsible for all liabilities that result from such actions.

Ann B. Plunkett, WorkPlace Partners, Inc., (314) 993-6467 ann@workplacepartners.com


EMPLOYEE HANDBOOK ACKNOWLEDGMENT - SAMPLE

I received the Company Employment Handbook on the date indicated below. I understand it is
my obligation to carefully read the policies, procedures and other information contained in the
Handbook; and will ask a Human Resource representative for an explanation if I have any
questions.

I agree and understand that the purpose of this Handbook is to inform me about the Company’s
policies and procedures and nothing contained in this Handbook constitutes an employment
contract between the Company and me.

I agree and understand that I am an “at-will employee” and that my employment may be
terminated, at any time, with or without cause and with or without notice at either my option or at
the option of the Company.

I understand that the Company reserves the right to modify or terminate any policies or
procedures, in whole or in part, at any time, with or without notice. Since the information is
subject to change, I acknowledge that revisions to the Handbook may occur. I also understand
that only the principals of the Company and the Human Resource Department are authorized to
set and make revisions to policy or the Handbook.

Employee Signature Date

Employee Name (Please Print)

Have a second acknowledgment page that can easily be signed and torn out of the
handbook and sent to HR.

Ann B. Plunkett, WorkPlace Partners, Inc., (314) 993-6467 ann@workplacepartners.com