Sample Company Name and Logo
EMPLOYEE HANDBOOK
Adopted date
SAMPLE COMPANY AND ITS BOARD OF DIRECTORS RESERVES THE RIGHT TO CHANGE,
SUSPEND, REVOKE, OR SUPERSEDE CURRENT POLICIES, PRACTICES,
PROCEDURES OR BENEFITS FROM TIME-TO-TIME WITH OR WITHOUT NOTICE.
ACKNOWLEDGEMENT OF
AT-WILL EMPLOYMENT
I understand and agree that nothing contained in this handbook, or conveyed
during my interview nor any other written or oral representations are to be
construed as making a contract between me and Sample Company. I further
understand and agree that my employment will be "at will" and without fixed term,
and may be terminated at any time, with or without cause and without prior notice,
at the option of either myself or Sample Company. No promises regarding
employment have been made to me, and I understand that no such promise or
guarantee is binding upon Sample Company unless made in writing and signed by
me, the Executive Director, and one officer of the Board of Directors.
1. My signature below confirms that no one at Sample Company has made any representations or
promises that the job which I am accepting offers guaranteed employment or job security of any
kind.
2. I understand that I have the right to leave the position at any time with or without notice and that
I may be discharged at any time with or without cause or notice.
3. All pertinent conditions of the job offer have been explained to me prior to commencing my
duties with Sample Company
4. I understand that I will be required to sign a Confidentiality Agreement and Drug and Alcohol
Policy prior to my actual starting date as a final pre-condition of my employment.
5. Finally, I understand that my employment shall be conditioned upon a driving and criminal
record check.
I am returning this Confirmation immediately and have received a copy for my files:
_____________________________________________
Signature
___________________________________________
Print Name
________________________
Date
Employee Copy
ACKNOWLEDGEMENT OF
AT-WILL EMPLOYMENT
I understand and agree that nothing contained in this handbook, or conveyed
during my interview nor any other written or oral representations are to be
construed as making a contract between me and Sample Company. I further
understand and agree that my employment will be "at will" and without fixed term,
and may be terminated at any time, with or without cause and without prior notice,
at the option of either myself or Sample Company No promises regarding
employment have been made to me, and I understand that no such promise or
guarantee is binding upon Sample Company unless made in writing and signed by
me, the Executive Director, and one officer of the Board of Directors.
1. My signature below confirms that no one at Sample Company has made any representations or
promises that the job which I am accepting offers guaranteed employment or job security of any
kind.
2. I understand that I have the right to leave the position at any time with or without notice and that
I may be discharged at any time with or without cause or notice.
3. All pertinent conditions of the job offer have been explained to me prior to commencing my
duties with Sample Company
4. I understand that I will be required to sign a Confidentiality Agreement and Drug and Alcohol
Policy prior to my actual starting date as a final pre-condition of my employment.
5. Finally, I understand that my employment shall be conditioned upon a driving and criminal
record check.
I am returning this Confirmation immediately and have received a copy for my files:
_____________________________________________
Signature
___________________________________________
Print Name
________________________
Date
SAMPLE COMPANY Copy
SAMPLE COMPANY
PLEDGE OF CONFIDENTIALITY
AND GOOD FAITH
Any information that an employee learns about Sample Company, or its employees, members, Board of
Directors, donors, clients, or volunteers as a result of working for Sample Company that is not otherwise
publicly available constitutes confidential information. Employees may not disclose confidential
information to anyone who is not employed by or a member of the Board of Directors of Sample
Company or to other persons, whether or not they are employees or members of the Board of Directors
of Sample Company, who do not need to know such information to assist in rendering services.
The protection of privileged and confidential information, including trade secrets, is vital to the interests
and the success of Sample Company The disclosure, distribution, electronic transmission, or copying of
Sample Company’s confidential information is prohibited. Such information includes, but is not limited
to the following examples.

Compensation data.

Program and financial information, including information related to clients, donors,
pending projects, and proposals.
Any employee who discloses confidential Sample Company information will be immediately
reprimanded, disciplined, or dismissed at the discretion of the Executive Director, even if he or she does
not actually benefit from the disclosure of such information.
Discussions involving sensitive information should always be held in confidential settings to safeguard
the confidentiality of the information. Conversations regarding confidential information generally
should not be conducted on cellular phones, or in elevators, restrooms, restaurants, or other places where
conversations might be overheard.
I understand the above policy and pledge not to disclose confidential information. Furthermore, I
pledge to discharge my duties in good faith and in a manner that serves the best interests of SAMPLE
COMPANY, its clients, its members, and its employees.
_____________________________________________
Signature
___________________________________________
Print Name
________________________
Date
Employee Copy
SAMPLE COMPANY
PLEDGE OF CONFIDENTIALITY
AND GOOD FAITH
Any information that an employee learns about Sample Company, or its employees, members, Board of
Directors, donors, clients, or volunteers as a result of working for Sample Company that is not otherwise
publicly available constitutes confidential information. Employees may not disclose confidential
information to anyone who is not employed by or a member of the Board of Directors of Sample
Company or to other persons, whether or not they are employees or members of the Board of Directors
of Sample Company, who do not need to know such information to assist in rendering services.
The protection of privileged and confidential information, including trade secrets, is vital to the interests
and the success of Sample Company The disclosure, distribution, electronic transmission, or copying of
Sample Company’s confidential information is prohibited. Such information includes, but is not limited
to the following examples.

Compensation data.

Program and financial information, including information related to clients, donors,
pending projects, and proposals.
Any employee who discloses confidential Sample Company information will be immediately
reprimanded, disciplined, or dismissed at the discretion of the Executive Director, even if he or she does
not actually benefit from the disclosure of such information.
Discussions involving sensitive information should always be held in confidential settings to safeguard
the confidentiality of the information. Conversations regarding confidential information generally
should not be conducted on cellular phones, or in elevators, restrooms, restaurants, or other places where
conversations might be overheard.
I understand the above policy and pledge not to disclose confidential information. Furthermore, I
pledge to discharge my duties in good faith and in a manner that serves the best interests of SAMPLE
COMPANY, its clients, its members, and its employees.
_____________________________________________
Signature
___________________________________________
Print Name
________________________
Date
SAMPLE COMPANY Copy
EMPLOYEE RECEIPT AND ACCEPTANCE
I hereby acknowledge receipt of the Sample Company Employee Handbook. I understand that it is my
continuing responsibility to read and know its contents. I also understand and agree that the
Employee Handbook is not an employment contract for any specific period of employment or for
continuing or long-term employment. Therefore, I acknowledge and understand that unless I have a
written employment agreement with Sample Company that provides otherwise, I have the right to resign
from my employment with Sample Company at any time with or without notice and with or without
cause, and that Sample Company has the right to terminate my employment at any time with or without
notice and with or without cause.
I have read, understand and agree to all of the above. I have also read and understand the Sample
Company Employee Handbook. I agree to return the Employee Handbook upon termination of my
employment.
_____________________________________________
Signature
___________________________________________
Print Name
________________________
Date
Employee Copy
EMPLOYEE RECEIPT AND ACCEPTANCE
I hereby acknowledge receipt of the Sample Company Employee Handbook. I understand that it is my
continuing responsibility to read and know its contents. I also understand and agree that the
Employee Handbook is not an employment contract for any specific period of employment or for
continuing or long-term employment. Therefore, I acknowledge and understand that unless I have a
written employment agreement with Sample Company that provides otherwise, I have the right to resign
from my employment with Sample Company at any time with or without notice and with or without
cause, and that Sample Company has the right to terminate my employment at any time with or without
notice and with or without cause.
I have read, understand and agree to all of the above. I have also read and understand the Sample
Company Employee Handbook. I agree to return the Employee Handbook upon termination of my
employment.
_____________________________________________
Signature
___________________________________________
Print Name
________________________
Date
SAMPLE COMPANY Copy
Employee Handbook
i
TABLE OF CONTENTS
Page
1.0. MISSION .................................................................................................................................1
2.0 OVERVIEW .............................................................................................................................1
3.0 VOLUNTARY AT-WILL EMPLOYMENT ...........................................................................1
4.0 DRUG- AND ALCOHOL-FREE WORKPLACE ...................................................................2
5.0 HOURS OF WORK, ATTENDANCE, AND PUNCTUALITY .............................................2
5.1 Hours of Work ..............................................................................................................2
5.2 Attendance and Punctuality ..........................................................................................3
5.3 Overtime .......................................................................................................................3
6.0 EMPLOYMENT POLICIES AND PRACTICES ....................................................................3
6.1 Definition of Terms.......................................................................................................3
6.2 Job Descriptions ............................................................................................................4
6.3 Pay.................................................................................................................................4
6.3.1 Pay Periods, Overtime, Holidays ...................................................................4
6.3.2 Issuance of Paychecks....................................................................................4
6.3.3 Advances ........................................................................................................5
6.4 Conflict of Interest and Nepotism .................................................................................5
6.4.1 Business Dealings ..........................................................................................5
6.4.2 Nepotism ........................................................................................................5
6.4.3 Political Action ..............................................................................................5
7.0 WORK AND COMPENSATION REVIEW ............................................................................6
8.0 ECONOMIC BENEFITS AND INSURANCE ........................................................................6
8.1 Health/Life Insurance....................................................................................................6
8.2 Supplemental Insurance ................................................................................................6
8.3 Social Security/Medicare/Medicaid ..............................................................................7
8.4 Workers' Compensation and Unemployment Insurance ...............................................7
8.5 Simplified Employee Pension (SEP) Plan ....................................................................7
8.6 Tax Deferred Annuity Plan ......................................... Error! Bookmark not defined.
9.0 LEAVE BENEFITS AND OTHER WORK POLICIES ..........................................................7
9.1 Holidays ........................................................................................................................7
9.2 Vacation ........................................................................................................................8
9.3 Sick Leave .....................................................................................................................8
9.4 Military Leave ...............................................................................................................8
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Sample Company
Employee Handbook
ii
TABLE OF CONTENTS (CONTINUED)
Page
9.5 Civic Responsibility ......................................................................................................9
9.6 Bereavement Leave .......................................................................................................9
10.0 MEETINGS AND CONFERENCES ...................................................................................10
11.0 REIMBURSEMENT OF EXPENSES .................................................................................10
12.0 PERSONNEL RECORDS ....................................................................................................10
13.0 SEPARATION ......................................................................................................................10
14.0 RETURN OF PROPERTY ...................................................................................................11
15.0 OPEN AND TRANSPARENT COMMUNICATION .........................................................11
16.0 GRIEVANCE PROCEDURE ...............................................................................................12
17.0 EQUAL EMPLOYMENT OPPORTUNITY .......................................................................13
18.0 POLICY AGAINST WORKPLACE HARASSMENT .......................................................13
18.1 Prohibition of Sexual Harassment ............................................................................14
18.2 Prohibition of Other Types of Discriminatory Harassment ......................................15
18.3 Reporting of Harassment ..........................................................................................15
19.0 SOLICITATION ...................................................................................................................16
20.0 LIST OF SUPPLEMENTAL DOCUMENTS (DOCUMENTS ARE ATTACHED
OR MAY BE OBTAINED FROM OFFICE MANAGER) ..............................................16
Sample Company
Employee Handbook
1.0
MISSION
The mission of Sample Company (SAMPLE COMPANY) is to promote and further the
conservation of non-renewable energy resources and the development of renewable energy
resources. In furtherance of this mission, every employee of SAMPLE COMPANY shall
discharge his duties in good faith with extraordinary care as a fiduciary of not-for-profit funds
and shall act in a manner sincerely believed to be in the best interest of SAMPLE COMPANY, its
Board of Directors, Members, and fellow employees. All employees shall commit to the spirit
and intent of all federal, state, and local laws and regulations and contract provisions to which
SAMPLE COMPANY is committed now or at any time to come.
2.0
OVERVIEW
The SAMPLE COMPANY Employee Handbook (the "Handbook") has been developed to provide
general guidelines about SAMPLE COMPANY policies and procedures for employees. It is a
guide to assist you in becoming familiar with some of the privileges and obligations of your
employment, including SAMPLE COMPANY's policy of voluntary at-will employment. None of
the policies or guidelines in the Handbook are intended to give rise to contractual rights or
obligations, or to be construed as a guarantee of employment for any specific period of time, or
any specific type of work. Additionally, with the exception of the voluntary at-will employment
policy, these guidelines are subject to modification, amendment, or revocation by SAMPLE
COMPANY at any time, without advance notice.
The personnel polices of SAMPLE COMPANY are established by the Board of Directors, which
has delegated authority and responsibility for their administration to the Executive Director. The
Executive Director may, in turn, delegate authority for administering specific policies unless
restricted from doing so by Board of Directors directive. Employees are encouraged to consult
the Executive Director for additional information regarding the policies, procedures, and
privileges described in this Handbook. Questions about personnel matters also may be reviewed
with the Executive Director.
SAMPLE COMPANY will provide each employee a copy of this Handbook upon employment.
All employees are expected to abide by it. The highest standards of personal and professional
ethics and behavior are expected of all SAMPLE COMPANY employees. Further, SAMPLE
COMPANY expects each employee to display good judgment, diplomacy and courtesy in their
professional relationships with members of SAMPLE COMPANY's Board of Directors,
committees, membership, staff, and the general public.
3.0 VOLUNTARY AT-WILL EMPLOYMENT
Employee
Initial Here
AN EMPLOYEE HAS A WRITTEN EMPLOYMENT AGREEMENT WITH SAMPLE
COMPANY, WHICH PROVIDES DIFFERENTLY, ALL EMPLOYMENT AT SAMPLE COMPANY IS
UNLESS
"AT-WILL." THIS MEANS THAT EMPLOYEES MAY BE TERMINATED FROM EMPLOYMENT WITH
SAMPLE COMPANY WITH OR WITHOUT CAUSE, AND EMPLOYEES ARE FREE TO LEAVE THE
EMPLOYMENT OF SAMPLE COMPANY WITH OR WITHOUT CAUSE. ANY REPRESENTATION
BY ANY SAMPLE COMPANY OFFICER OR EMPLOYEE CONTRARY TO THIS POLICY IS NOT
BINDING UPON SAMPLE COMPANY UNLESS IT IS IN WRITING AND IS SIGNED BY THE
SAMPLE COMPANY Employee Handbook.doc
adopted 11/7/05
Sample Company
Employee Handbook
2
EXECUTIVE DIRECTOR AND AN OFFICER OF THE BOARD OF DIRECTORS. THIS EMPLOYEE
HANDBOOK IS PROVIDED FOR INFORMATIONAL PURPOSES ONLY AND NOTHING IN THIS
EMPLOYEE HANDBOOK SHALL BE CONSTRUED AS AN EMPLOYMENT AGREEMENT.
4.0 DRUG- AND ALCOHOL- FREE WORKPLACE
Employee
Initial Here
SAMPLE COMPANY is a drug- and alcohol-free workplace and maintains its policy pursuant to
the Drug-Free Workplace Act of 1988. SAMPLE COMPANY strictly prohibits the illicit use,
possession, dispensation, or manufacture of controlled substances in the workplace. SAMPLE
COMPANY employees shall not be under the influence of alcohol or be engaging in the illegal
use of drugs at the workplace. Any violation of this policy shall result in adverse action,
consistent with requirements of the Rehabilitation Act of 1973, as amended. Screening tests for
illegal drug use may be required prior to employment and randomly during employment. As a
condition of employment on a covered contract, the employee will:
(i)
abide by the terms of the above statement; and
(ii)
notify SAMPLE COMPANY in writing of the employee's conviction under a
criminal drug statute for a violation occurring in the workplace no later than
5 days after such conviction.
The following pertains to those SAMPLE COMPANY employees who perform safety-sensitive
functions in the performance of their respective job duties; all employees who are required to
hold a Commercial Drivers License (CDL) in order to perform their respective job duties; and,
all successful applicants for such positions.
SAMPLE COMPANY prohibits any use of alcohol and/or non-prescribed
controlled substances on the job. This prohibition includes evidence of
alcohol or controlled substances use that may impair the employees’ ability
to successfully perform job duties. Designated employees are subject to
alcohol and drug testing procedures set forth from time-to-time by SAMPLE
COMPANY and the state or federal Department of Transportation or as
required by SAMPLE COMPANY's contracts.
A copy of SAMPLE COMPANY's complete drug- and alcohol-free workplace policy shall be
provided to each employee upon employment and each employee must sign the drug and alcohol
policy. A copy of the policy is available upon request from the Office Manager. The drug- and
alcohol-free workplace policy may be subject to revision from time-to-time without notice.
5.0 HOURS OF WORK, ATTENDANCE, AND PUNCTUALITY
5.1 Hours of Work
The normal work week for SAMPLE COMPANY shall consist of 40 hours from Monday through
Sunday. Employees may request the opportunity to vary their work schedules (within employerdefined limits) to better accommodate personal responsibilities. Subject to SAMPLE COMPANY
work assignments and Executive Director approval, the employee’s supervisor shall determine
the hours of employment that best suit the needs of the work to be done by the individual
employee.
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Employee Handbook
3
5.2 Attendance and Punctuality
Attendance is a key factor in job performance. Punctuality and regular attendance are expected
of all employees. Excessive absences (whether excused or unexcused), tardiness, or leaving
early is unacceptable. If you are absent for any unscheduled reason or plan to arrive late, you
must notify your supervisor and the Office Manager as far in advance as possible and no later
than the start of your scheduled work day. In the event of an emergency, you must notify your
supervisor as soon as possible.
For all unscheduled absences extending longer than one day, you must notify your immediate
supervisor prior to the start of each scheduled workday. When reporting an absence, you should
indicate the nature of the problem causing your absence and your expected return-to-work date.
A physician’s statement may be required as proof of the need for any illness-related absence
regardless of the length of the absence.
Except as provided in other policies, an employee who is absent from work for three consecutive
days without notification to his or her supervisor or the Executive Director will be considered to
have voluntarily terminated his or her employment. The employee’s final paycheck will be
mailed to the last mailing address on file with SAMPLE COMPANY.
Excessive absences, tardiness, or leaving early will not be tolerated. Depending on the
circumstances, including the employee’s length of employment, SAMPLE COMPANY
management may, at its option, counsel employees prior to termination for excessive absences,
tardiness, or leaving early.
5.3 Overtime
Overtime pay, which is applicable only to Non-Exempt Employees (see Section 8.0), is for any
time worked in excess of 40 hours in a work week. Only the Executive Director or his or her
designee, upon the request of an employee's supervisor, may authorize overtime. Overtime rate
is one and one-half (1½) times the employee's straight time rate.
6.0 EMPLOYMENT POLICIES AND PRACTICES
6.1 Definition of Terms
1.
Employer. SAMPLE COMPANY is the employer of all full-time, part-time, and
temporary employees. An employee is hired, provided compensation and applicable
benefits, and has his or her work directed and evaluated by SAMPLE COMPANY.
2.
Full-time Employee. A full-time employee regularly works at least 40 hours per week.
3.
Part-time Employee. A part-time employee regularly works less than 40 hours per week.
4.
Exempt Employee. An exempt employee is an employee who is paid on a salary basis
and meets the qualifications for exemption from the overtime requirements of the Fair
Sample Company
Employee Handbook
4
Labor Standards Act ("FLSA").
5.
6.
Non-exempt Employee. A non-exempt employee is an employee who is paid an hourly
rate and does not meet the qualifications for exemption from the overtime requirements
of FLSA. For non-exempt employees, an accurate record of hours worked must be
maintained. SAMPLE COMPANY will compensate non-exempt employees in accordance
with applicable federal and state law and regulations.
Seasonal Employee. A seasonal employee is a non-exempt individual employed, either
on a full-time or part-time basis from time-to-time. Seasonal employees are entitled only
to those benefits required by statute or as otherwise stated in the Handbook.
All employees are classified as Exempt or Non-Exempt in accordance with federal and state law
and regulations. Each employee is notified at the time of hire of his or her specific compensation
category and exempt or non-exempt status.
6.2 Job Descriptions
Each position shall have a written job description. In general, the description will include:

the purpose of the position,

immediate supervisor(s),

areas of responsibilities,

qualifications required, and

working conditions affecting the job (e.g., working hours, use of car, etc.).
The Board of Directors of SAMPLE COMPANY shall have discretion to modify any job
description at any time, with or without notice, to meet the needs of SAMPLE COMPANY.
Evaluations will be conducted by the Executive Director. At its discretion, the Board of
Directors may review any employee's evaluation. The Executive Director shall be evaluated by
the Board of Directors, a committee, or officers thereof, as it directs from time-to-time.
6.3 Pay
Rules governing pay are promulgated by the SAMPLE COMPANY fiscal committee of the Board
of Directors and are excerpted from fiscal policy and may be changed from time-to-time without
notice at the discretion of the Board of Directors.
6.3.1 Pay Periods, Overtime, Holidays
Pay periods shall be biweekly, with payroll being issued on alternate Mondays. The workweek
shall begin on Monday and end on Sunday. Any approved hours worked in excess of 40 hours
per week by non-exempt employees will be compensated at 1½ times the hourly wage.
6.3.2 Issuance of Paychecks
Each employee will prepare a weekly timesheet, which shall be approved and signed by the
employee’s immediate supervisor.
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Employee Handbook
5
Checks will be issued by 5:00 PM on alternate Mondays. All payroll checks shall be handdelivered to the employee, deposited in the employee’s checking account if such account is in the
same banking institution as the SAMPLE COMPANY bank account and the employee so
requests, or mailed to the employee's home address. An employee may authorize the Fiscal
Officer to hand deliver his/her check to a person designated by the employee and known to the
Fiscal Officer or Executive Director.
6.3.3 Advances
No payroll advances will be paid to any employee.
6.4 Conflict of Interest and Nepotism
6.4.1 Business Dealings
It is the policy of SAMPLE COMPANY not to allow Board of Directors members or staff to
engage in activities which might be construed as involving a conflict of interest. In general, most
business dealings between Board of Directors members or employees and SAMPLE COMPANY
are precluded. Where such dealings occur, the Board of Directors member or employee must
make full disclosure of such interests prior to engaging in business with SAMPLE COMPANY
and refrain from all discussion and voting on the issue. A full and open record of such dealing
shall be kept and made available for audit and review. Nothing in this policy shall preclude
Board of Directors members or employees from receiving services provided by SAMPLE
COMPANY under state or federal contract for which such Board of Directors members or
employees may be eligible on the basis of income or need. Such services shall be provided in
accordance with contract provisions. Eligibility documents shall be made available to
appropriate officials as with any applicant for services.
6.4.2 Nepotism
No person who serves as a voting member of the Board of Directors may be employed by
SAMPLE COMPANY.
No person, either as a member of the governing Board of Directors or as an employee, shall hold
any position over which any member of the immediate family has authority to order or
recommend personnel actions without the prior approval of the Board of Directors. Immediate
family includes: husband, wife, father, father-in-law, mother, mother-in-law, sister, sister-inlaw, brother, brother-in-law, daughter, daughter-in-law, son, son-in-law.
6.4.3 Political Action
No person shall be employed as a reward for the support or defeat of any political party or
candidate for office, nor may any employee engage in partisan political activity in his/her official
capacity as a SAMPLE COMPANY employee.
Sample Company
Employee Handbook
6
7.0 WORK AND COMPENSATION REVIEW
The work of each employee is reviewed annually, at a minimum, or as needed by a Crew Leader
or higher level staff. All employees are subject to work review by the Board of Directors, at its
discretion.
Compensation will be increased based on performance reviews or for such other reason as may
be provided at the discretion of the Board of Directors. The Executive Director shall be
responsible for making wage recommendations for approval by the Board of Directors following
performance and work reviews on an annual basis or as otherwise provided by the Board of
Directors.
8.0 ECONOMIC BENEFITS AND INSURANCE
Employee
Initial Here
SAMPLE COMPANY provides benefits to all eligible full-time employees. The following
outline of available benefits is provided with the understanding that benefit plans may change
from time-to-time, and the plan brochures (known as Summary Plan Descriptions [the Plan],
provided to employees within 30 days of employment) or contracts are to be considered the final
word on the terms and conditions of the employee benefits provided by SAMPLE COMPANY.
For eligibility requirements, refer to the Plan document for each benefit program. Continuation
of any benefits after termination of employment will be solely at the employee's expense and
only if permitted by policies and statutes. The Executive Director, Office Manager, and Fiscal
Officer will present recommendations for levels of deductibility, co-payments, and employee
contributions for all insurance-related benefits to the Board of Directors annually. Employees
will be notified within 30 days of any change to these items. SAMPLE COMPANY RESERVES
THE RIGHT TO MODIFY OR TERMINATE ANY EMPLOYEE BENEFITS, AT ANY TIME.
8.1 Health/Life Insurance
SAMPLE COMPANY currently provides individual health and dental insurance benefits for
eligible full-time employees except those who are insured through their spouse, retired military,
or other plans, beginning after the first full month of employment, unless prohibited by law or
the Plan provider. Eligible employees may elect to participate in available health plan(s) offered
by SAMPLE COMPANY. SAMPLE COMPANY presently pays the individual major medical
insurance premium for all participating eligible employees. SAMPLE COMPANY may require
employees to pay a portion of insurance premium in the future. Information about SAMPLE
COMPANY's health plan(s) will be provided to the employee within 30 days of employment.
8.2
Insurance
SAMPLE COMPANY currently permits employees to participate in a supplemental insurance
program through pretax payroll deduction's at the employees expense. Employee's may select
from a list of benefits. Enrollment periods and changes during the year are governed by federal
law. Plan information will be provided to the employee within 30 days of employment.
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Employee Handbook
7
8.3 Social Security/Medicare/Medicaid
SAMPLE COMPANY participates in the provisions of the Social Security, Medicare, and
Medicaid programs. Employees’ contributions are deducted from each paycheck and SAMPLE
COMPANY contributes at the applicable wage base as established by federal law.
8.4 Workers' Compensation and Unemployment Insurance
Employees are covered for benefits under the Workers' Compensation Law. Absences for which
worker compensation benefits are provided are not charged against the eligible employee's sick
leave. To assure proper protection for employees and SAMPLE COMPANY, any accident that
occurs on the job must be reported, even if there are no injuries apparent at the time. The Safety
Officer may order the employee to rest, cease work, or seek medical treatment as appropriate.
Forms for reporting accidents are available from the Safety Officer. SAMPLE COMPANY also
participates in the State unemployment insurance program.
8.5 Insert information about particular SAMPLE COMPANY benefits
SAMPLE COMPANY currently provides a retirement program for eligible employees who have
attained 21 years of age and have completed one full year of employment. An employee may
choose to participate according to the rules of the Plan. Participation information will be
provided during the first enrollment period following employee's eligibility qualification.
Employer's percentage contribution to the retirement program is reviewed and determined
annually by the Board of Directors. Information about SAMPLE COMPANY's retirement plan
will be provided to the employee at the time of employment.
9.0 LEAVE BENEFITS AND OTHER WORK POLICIES
9.1 Holidays
Full-time employees are eligible for ten (10) holidays per year as follows:










New Year's Day
Martin Luther King, Jr.'s Birthday
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
The day after Thanksgiving Day
Christmas Day
The day before or after Christmas as determined by management staff
One personal floating holiday day
Full-time employees (employees who regularly work at least 40 hours per week) receive one (1)
paid day off for each full day of holiday time. Part-time and seasonal employees will be
ineligible for holiday pay, but will not be required to work on scheduled holidays. In those years
when Independence Day, Christmas Day, and New Year's Day fall on Saturday, then the holiday
Sample Company
Employee Handbook
8
day will be taken on Friday, when the holiday falls on Sunday, the holiday day will be on
Monday.
9.2 Vacation
Full-time employees will begin to accrue vacation immediately upon employment at the rate of
four (4) hours per pay period to a maximum of 104 hours. Part-time and seasonal employees are
ineligible for vacation benefits.
Use of Vacation is subject to approval by the supervisor or Executive Director. No Vacation
shall be approved or paid following notice of separation initiated by the employee. Accrued
vacation benefits shall be cashed out in the final paycheck.
Employees may not accrue more than the maximum leave they are allowed. Once an employee
reaches his or her annual ceiling (104 hours), the employee ceases to accrue any additional
Vacation benefits. If an employee later uses enough Vacation benefits to fall below the ceiling
(104 hours), the employee starts to accrue leave again from that date forward until he or she
reaches his or her vacation ceiling. Accordingly, employees are encouraged to use all Vacation
benefits in the calendar year in which they are earned in order to avoid reaching the ceiling limit.
9.3 Sick Leave
Full-time employees will begin to accrue sick leave immediately upon employment at the rate of
four (4) hours per pay period for full-time employees beginning immediately upon employment.
Part-time and seasonal employees will be ineligible for sick leave.
Unused sick leave can accumulate from year to year up to a maximum of 240 hours. Employees
may donate unused sick leave to another employee for use in extreme medical situations for
amounts accrued in excess of 52 hours by confidential coordination with the fiscal officer. No
sick leave benefits are paid upon notice of separation of employment from SAMPLE COMPANY
for any reason.
9.4 Military Leave
Employees who are inducted into the Armed Forces of the United States or are called to duty as a
member of a reserve unit may take an unpaid leave in accordance with applicable law. The
employee must provide advance notice of his or her need for a military leave and SAMPLE
COMPANY will request a copy of the employee’s orders, which will be kept on record by
SAMPLE COMPANY.
The time an employee spends on military leave will be counted as continuous service for the
purpose of determining eligibility and accrual for various benefit plans and policies.
For military leaves extending 30 days or less, SAMPLE COMPANY will continue to pay the
employer's portion of the premium on health insurance, if any, that it was paying before military
leave began. In order to continue such health insurance, the employee must continue to pay his
or her portion of premiums during this period. For military leaves extending beyond 30 days, the
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employee will have the option to continue his or her insurance coverage at the employee’s cost.
Upon return from military leave, employees will be reinstated as required by law and benefits
will be reinstated with no waiting periods, except as may be required by SAMPLE COMPANY's
Plan providers.
9.5 Civic Responsibility
SAMPLE COMPANY believes in the civic responsibility of its employees and encourages this by
allowing employees time off to serve jury duty when required and to serve as Election Day poll
workers. Employee's shall receive one hour during the course of the work day to take part in
voting on election days.
9.6 Bereavement Leave
Employees shall be entitled to bereavement leave with up to three (3) days pay in the event of a
death in the employee’s immediate family. If an employee wishes to take time off due to the
death of an immediate family member, the employee should notify SAMPLE COMPANY
immediately. Approval of bereavement leave will occur in the absence of unusual operating
requirements. An employee may use, with the Executive Director's approval, available paid
leave (i.e., vacation or sick leave) for additional time off as necessary and in accordance with
operating needs.
9.7 Family Leave
An employee who has been employed for no less than 12 months shall be granted up to
12 workweeks of job-protected leave during a 12-month period for the following reasons:

for the birth and care of a new born child of the employee,

for placement with the employee of a son or daughter for adoption or foster care,

to care for a child of the employee who has a serious health condition.
Leave for birth and care or placement for adoption or foster care must conclude within 12
months of the birth or placement. The employee may use any accrued sick or vacation leave
during this time. Amounts of leave in excess of accrued sick or vacation leave shall be unpaid.
In the event that both parents are employees of SAMPLE COMPANY, total leave per family (not
per employee) shall be limited to 12 workweeks.
During such leave, the employee may continue health insurance through SAMPLE COMPANY at
the employee's expense. If the employee allows health insurance to lapse during the leave
period, the employee will be subject to any restriction and waiting periods imposed by the
insurance provider upon the employee's return to work.
An employee who takes family leave for more than 4 consecutive weeks or an employee who is
in a critical management position at the time of leave shall not be guaranteed the same position
upon their return to work. The employee may be shifted to a different position with different
duties and a different pay scale if it serves the best interest of SAMPLE COMPANY to fill the
employee's original position during the employee's absence.
10.0 MEETINGS AND CONFERENCES
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Employees may be required from time-to-time to attend, with pay, meetings and conferences that
provide training and educational opportunities related to the employee's current or anticipated
work with SAMPLE COMPANY. Out of town travel for up to seven (7) days may be required for
such meetings and conferences. An employee serves as an official representative of SAMPLE
COMPANY at a conference or meeting and is considered on official business and not on leave,
and is expected to conduct him/herself in a courteous and professional manner at all times.
Employee shall sign a training agreement prior to receiving any such training that provides a
prorated reimbursement for training and travel paid by SAMPLE COMPANY to be withheld from
employee's final paycheck if separation is initiated by the employee within six months of
receiving such training, or for the full cost of any nonrefundable registration and travel expenses
incurred by SAMPLE COMPANY for pending training not yet received by the employee.
11.0 REIMBURSEMENT OF EXPENSES
Approved travel expenses, whether advanced or reimbursed, are paid consistent with State of
guidelines and SAMPLE COMPANY fiscal policy, as it may be revised from time-to-time.
Guidelines and reimbursement request forms are available from the Office Manager.
Expense forms with receipts must be provided to the Office Manager for all expenditures made
in order to claim reimbursement. In the event the employee loses or does not receive a receipt, a
claim may be made using a lost receipt form.
12.0 PERSONNEL RECORDS
Employee
Initial Here
Personnel records are the property of SAMPLE COMPANY, and access to the information they
contain is restricted and confidential. It is the responsibility of each employee to promptly
notify his or her supervisor in writing of any changes in personnel data, including personal
mailing addresses, telephone numbers, names of dependents, and individuals to be
contacted in the event of an emergency.
13.0 SEPARATION
Employee
Initial Here
Either SAMPLE COMPANY or the employee may initiate separation (see Section 3.0, above).
SAMPLE COMPANY encourages employees to provide at least two weeks (10 days) written
notice prior to intended separation. After receiving such notice, an exit interview will be
scheduled by the Executive Director and Office Manager. The Board of Directors retains
discretion to employ or separate any or all employees including the Executive Director. The
Board of Directors may delegate to the Executive Director the authority to employ or discharge
all subordinate employees.
Employees must ensure that current contact information (e.g., address, telephone number) is on
file with the Fiscal Officer within five (5) days of separation. No sick leave benefits are paid
once notice of separation of employment from SAMPLE COMPANY has been given for any
reason. No vacation time may be used following notice of separation and no vacation benefits
are paid from the date of notice of separation of employment from SAMPLE COMPANY for any
reason. Accrued vacation benefits shall be cashed out in the final paycheck. An employee who
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has received training within six months of notice of separation, or who is registered for training
shall have the prorated cost of training and travel expenses already received or the cost of any
nonrefundable registration and travel costs for pending training withheld from the final
paycheck.
At the sole discretion of the Executive Director, the employee may be asked to leave
immediately or be given a period of notice. When deemed necessary, any supervisor may
temporarily suspend any employee on-site and the employee may be required to obtain return
transportation from out-of-town locations at employee's own expense. Access to all SAMPLE
COMPANY property will be immediately revoked in the event of such suspension. In the event
of such suspension, the supervisor shall conference with the Executive Director at the first
reasonable opportunity to determine ultimate resolution of the situation.
14.0 RETURN OF PROPERTY
Employee
Initial Here
Employees are responsible for SAMPLE COMPANY equipment, property, and work products
that may be issued to them and/or are in their possession or control and may be required to sign
Acceptance of Liability forms.
In the event of separation from employment, or immediately upon request by the Executive
Director or his or her designee, Employees must return all SAMPLE COMPANY property that is
in their possession or control. Where permitted by applicable law(s), SAMPLE COMPANY may
withhold from the employee's final paycheck the cost of any property, including intellectual
property, which is not returned when required. SAMPLE COMPANY also may take any legal
action deemed appropriate to recover or protect its property.
15.0 OPEN AND TRANSPARENT COMMUNICATION
SAMPLE COMPANY has a policy of transparent, broad, and effective communications. It is
recognized that in order for the Board of Directors and management staff to effectively govern
and manage the organization, they may from time-to-time wish to make inquiries of any and all
employees. Every employee has a fiduciary duty to fully and honestly disclose all information
necessary to satisfy such informational requests. At the discretion of the inquirer (e.g., Board of
Directors, legal counsel, Executive Director, or Fiscal Officer), such communications may be
held in private and the subject of such communications may be held confidential, if necessary to
support and encourage free and open communications between employees and management.
Under no circumstances shall an employee be punished, discharged, demoted, suspended,
threatened, harassed, or in any other manner discriminated against because the employee has
provided information or otherwise assisted in an investigation regarding any conduct which the
employee reasonably believes constitutes a violation of SAMPLE COMPANY rules or policy or
other federal, state, or local laws relating to SAMPLE COMPANY's operations or contracts.
Supervisors are prohibited from intimidating, threatening, restraining, coercing, blacklisting, or
in any other manner discriminating against an employee in the terms and conditions of
employment because of any lawful act done by the employee.
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16.0 GRIEVANCE PROCEDURE
All SAMPLE COMPANY employees are encouraged to continually work at solving problems and
issues related to their individual jobs. Whenever an employee has a complaint or request, it
should be informally discussed with the immediate supervisor who should make every effort to
resolve the problem in a fair and equitable manner which is consistent with SAMPLE COMPANY
policy. The process should normally take no longer than three (3) working days
SAMPLE COMPANY provides a process for resolving job conflicts through a formal grievance
procedure. All employees may utilize the grievance procedure for resolution of any job issues
WITH THE EXCEPTION OF A TERMINATION DECISION. In cases of disagreement in an
employee-employer relationship, employees have the right to initiate a grievance procedure
within 14 calendar days after the incident. The following steps should be followed when
utilizing the grievance procedure.
Step 1 Formal Presentation to Immediate Supervisor. The employee who has been
unsuccessful in resolving the grievance in an informal manner shall specify in writing the
grievance and desired remedy to the immediate supervisor. All matters must be lodged
as formal grievance, clearly marked as such, within 14 calendar days after the incident
occurred. The supervisor must give the employee a written answer within five (5)
working days. Both the grievance and the response shall become a permanent part of
both the employee's and supervisor's personnel file.
Step 2 Hearing by the Executive Director. If a satisfactory settlement is not reached in Step 1,
the employee shall submit a written report to the Executive Director within three (3)
working days of the supervisor's ruling. The Executive Director shall affirm, overrule, or
modify prior decisions within five (5) working days and shall provide the employee and
supervisor with written findings. Such findings shall become a permanent part of both
the employee's and supervisor's personnel file.
Step 3 Hearing by the Board of Directors. If a satisfactory settlement is not reached in Step 4,
the employee may submit a written request for review to the Board of Directors within
three (3) working days of the Executive Director's ruling. The Board of Directors shall
review the request within five (5) working days provide a decision on whether it shall
consider the grievance further.
If the Board of Directors refuses to consider the request, the decision of Executive
Director is thereby affirmed.
If the Board of Directors chooses to consider the grievance, it shall consider the complete
record and shall affirm, overrule, or modify prior decisions within five (5) working days
and shall provide the employee and supervisor with written findings. Such findings shall
become a permanent part of both the employee's and supervisor's personnel file. In the
event the Board of Directors finds the record to be incomplete, it may, at its discretion,
launch an independent inquiry and may request both written and/or oral reports from
employees involved in or knowledgeable about the dispute.
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Grievances directly involving the Executive Director shall be decided by the Board of Directors.
17.0
EQUAL EMPLOYMENT OPPORTUNITY
SAMPLE COMPANY shall follow the spirit and intent of all federal, state and local employment
law and is committed to equal employment opportunity. To that end, the Board of Directors and
Executive Director of SAMPLE COMPANY will not discriminate against any employee or
applicant in a manner that violates the law. SAMPLE COMPANY is committed to providing
equal opportunity for all employees and applicants without regard to race, color, religion,
national origin, sex, age, marital status, sexual orientation, disability, political affiliation,
personal appearance, family responsibilities, matriculation or any other characteristic protected
under federal, state or local law. Each person is evaluated on the basis of personal skill and
merit. SAMPLE COMPANY’s policy regarding equal employment opportunity applies to all
aspects of employment, including recruitment, hiring, job assignments, promotions, working
conditions, scheduling, benefits, wage and salary administration, disciplinary action, termination,
and social, educational, and recreational programs. The Executive Director shall act as the
responsible agent in the full implementation of the Equal Employment Opportunity policy.
SAMPLE COMPANY will not tolerate any form of unlawful discrimination. All employees are
expected to cooperate fully in implementing this policy. In particular, any employee who
believes that any other employee of SAMPLE COMPANY may have violated the Equal
Employment Opportunity Policy should report the possible violation to the Executive Director.
If SAMPLE COMPANY determines that a violation of this policy has occurred, it will take
appropriate disciplinary action against the offending party, as determined by management staff
and/or the Board of Directors. Employees who report, in good faith, violations of this policy and
employees who cooperate with investigations into alleged violations of this policy will not be
subject to retaliation. Upon completion of the investigation, SAMPLE COMPANY will inform
the employee who made the complaint of the results of the investigation.
SAMPLE COMPANY is also committed to complying fully with applicable disability
discrimination laws, and ensuring that equal opportunity in employment exists at SAMPLE
COMPANY for qualified persons with disabilities. All employment practices and activities are
conducted on a non-discriminatory basis. Reasonable accommodations will be available to all
qualified disabled employees, upon request, so long as the potential accommodation does not
create an undue hardship on SAMPLE COMPANY. Employees who believe that they may
require an accommodation should discuss these needs with the Executive Director.
18.0
POLICY AGAINST WORKPLACE HARASSMENT
SAMPLE COMPANY is committed to providing a work environment for all employees that is
free from sexual harassment and other types of discriminatory harassment. Employees are
expected to conduct themselves in a professional manner and to show respect for their
co-workers.
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SAMPLE COMPANY’s commitment begins with the recognition and acknowledgment that
sexual harassment and other types of discriminatory harassment are, of course, unlawful. To
reinforce this commitment, SAMPLE COMPANY has developed a policy against harassment and
a reporting procedure for employees who have been subjected to or witnessed harassment. This
policy applies to all work-related settings and activities, whether inside or outside the workplace,
and includes business trips and business-related social events. SAMPLE COMPANY’s property
(e.g. telephones, copy machines, facsimile machines, computers, and computer applications such
as e-mail and internet access) may not be used to engage in conduct that violates this policy.
SAMPLE COMPANY’s policy against harassment covers employees and other individuals who
have a relationship with SAMPLE COMPANY which enables SAMPLE COMPANY to exercise
some control over the individual’s conduct in places and activities that relate to SAMPLE
COMPANY’s work (e.g. directors, officers, contractors, vendors, volunteers, etc.).
18.1 Prohibition of Sexual Harassment
SAMPLE COMPANY’s policy against sexual harassment prohibits sexual advances or requests
for sexual favors or other physical or verbal conduct of a sexual nature, when:
(1)
submission to such conduct is made an express or implicit condition of
employment;
(2)
submission to or rejection of such conduct is used as a basis for
employment decisions affecting the individual who submits to or rejects such
conduct; or
(3)
such conduct has the purpose or effect of unreasonably interfering with an
employee’s work performance or creating an intimidating, hostile, humiliating, or
offensive working environment.
While it is not possible to list all of the circumstances which would constitute sexual harassment,
the following are some examples:
(1)
unwelcome sexual advances -- whether they involve physical touching or
not;
(2)
requests for sexual favors in exchange for actual or promised job benefits
such as favorable reviews, salary increases, promotions, increased benefits, or
continued employment; or
(3)
coerced sexual acts.
Depending on the circumstances, the following conduct may also constitute sexual harassment:
(1)
use of sexual epithets, jokes, written or oral references to sexual conduct,
gossip regarding one’s sex life;
(2)
sexually oriented comment on an individual’s body, comment about an
individual’s sexual activity, deficiencies, or prowess;
(3)
displaying sexually suggestive objects, pictures, cartoons;
(4)
unwelcome leering, whistling, deliberate brushing against the body in a
suggestive manner;
(5)
sexual gestures or sexually suggestive comments;
(6)
inquiries into one’s sexual experiences; or
(7)
discussion of one’s sexual activities.
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While such behavior, depending on the circumstances, may not be severe or pervasive enough to
create a sexually hostile work environment, it can nonetheless make co-workers uncomfortable.
Accordingly, such behavior is inappropriate and may result in disciplinary action regardless of
whether it is unlawful.
It is also unlawful and expressly against SAMPLE COMPANY policy to retaliate against an
employee for filing a complaint of sexual harassment or for cooperating with an investigation of
a complaint of sexual harassment.
18.2 Prohibition of Other Types of Discriminatory Harassment
It is also against SAMPLE COMPANY’s policy to engage in verbal or physical conduct that
denigrates or shows hostility or aversion toward an individual because of his or her race, color,
gender, religion, sexual orientation, age, national origin, disability, or other protected category
(or that of the individual’s relatives, friends, or associates) that:
(1)
has the purpose or effect of creating an intimidating, hostile, humiliating,
or offensive working environment;
(2)
has the purpose or effect of unreasonably interfering with an individual’s
work performance; or
(3)
otherwise adversely affects an individual’s employment opportunities.
Depending on the circumstances, the following conduct may constitute discriminatory
harassment:
(1)
epithets, slurs, negative stereotyping, jokes, or threatening, intimidating, or
hostile acts that relate to race, color, gender, religion, sexual orientation, age,
national origin, or disability; and
(2)
written or graphic material that denigrates or shows hostility toward an
individual or group because of race, color, gender, religion, sexual orientation,
age, national origin, or disability and that is circulated in the workplace, or placed
anywhere in SAMPLE COMPANY’s premises such as on an employee’s desk or
workspace or on SAMPLE COMPANY’s equipment or bulletin boards.
Other conduct may also constitute discriminatory harassment if it falls within the definition of
discriminatory harassment set forth above.
It is also against SAMPLE COMPANY’s policy to retaliate against an employee for filing a
complaint of discriminatory harassment or for cooperating in an investigation of a complaint of
discriminatory harassment.
18.3 Reporting of Harassment
If any employee believes that they have experienced or witnessed sexual harassment or other
discriminatory harassment by any employee of SAMPLE COMPANY. The employee should
report the incident immediately to the supervisor or to the Executive Director. Possible
harassment by others with whom SAMPLE COMPANY has a business relationship, including
customers and vendors, should also be reported as soon as possible so that appropriate action can
be taken.
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SAMPLE COMPANY will promptly and thoroughly investigate all reports of harassment as
discreetly and confidentially as practicable. The investigation would generally include a private
interview with the person making a report of harassment. It would also generally be necessary to
discuss allegations of harassment with the accused individual and others who may have
information relevant to the investigation. SAMPLE COMPANY’s goal is to conduct a thorough
investigation, to determine whether harassment occurred, and to determine what action to take if
it is determined that improper behavior occurred.
If SAMPLE COMPANY determines that a violation of this policy has occurred, it will take
appropriate disciplinary action against the offending party, as determined by management and/or
the Board of Directors. Employees who report violations of this policy and employees who
cooperate with investigations into alleged violations of this policy will not be subject to
retaliation. Upon completion of the investigation, SAMPLE COMPANY will inform the
employee who made the complaint of the results of the investigation.
Compliance with this policy is a condition of continued employment. Employees are encouraged
to raise any questions or concerns about this policy or about possible discriminatory harassment
with the Executive Director. In the case where the allegation of harassment is against the
Executive Director, please notify the Office Manager.
19.0 SOLICITATION
Employees are prohibited from soliciting (personally or via electronic mail) for membership,
pledges, subscriptions, the collection of money or for any other unauthorized purpose anywhere
on SAMPLE COMPANY property during work time, especially those of a partisan or political
nature. "Work time" includes time spent in actual performance of job duties but does not include
lunch periods or breaks. Non-working employees may not solicit or distribute to working
employees. Persons who are not employed by SAMPLE COMPANY may not solicit or distribute
literature on SAMPLE COMPANY’s premises at any time for any reason.
Employees are prohibited from distributing, circulating or posting (on bulletin boards,
refrigerators, walls, etc.) literature, petitions or other materials at any time for any purpose
without the prior approval of the Executive Director or his/her designee.
20.0 LIST OF SUPPLEMENTAL DOCUMENTS
(DOCUMENTS ARE ATTACHED OR MAY BE
OBTAINED FROM OFFICE MANAGER)
1. Job Description
2. Drug And Alcohol Policy
3. Benefit Summary Plan Descriptions
4. Expense Reimbursement Forms
5. Lost Receipt Forms
6. Acceptance Of Liability Form
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7. State Mileage, Expense, And Per Diem Guidelines
8. Employee Assistance Program Information
9. Safety Policy
10. Credit Card Agreement
11. Termination Recovery Checklist
12. Employee Performance Evaluation Form
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