With our nation’s COVID prevention strategies changing, it’s easy to be overwhelmed with exactly which policies you may need in place as an employer. You may have a handbook, but does it cover what you really need? Below are some policies you should consider adding or revamping so you are communicating with your employees clearly and consistently.

Handbook Essentials

All organizations should have the fundamentals covered, as employees will likely ask or look for this information at one point or another:

• Pay and holiday schedules

• Where to go with complaints

•  How overtime and shifts/office hours work

• Information on paid time off (PTO)

• How to resign and stay in good standing

• Calling off/calling in procedures

• How discipline is handled

• Break/lunch time expectations

• Workplace accommodations

In addition to answering the main employment questions, it’s a good idea to get in writing that you are taking all state-specific employment law requirements seriously by listing those. An example would be New Jersey’s SAFE Act, which allows for unpaid time off for the purpose of addressing domestic violence situations. For federal employment law compliance, consider mentioning the following:

• Civil Rights Act protections

• Fair Labor Standards Act (FLSA) minimum pay requirements and classifications

• HIPAA and document security practices

• Identity confirmation and screening practices (using the Form I-9)

• Keeping the workplace safe and hazard free (OSHA)

COVID Prevention Policy

Our consultants are fielding many questions on this of late, largely because employees of all industries are asking their employers for some answers. Each organization should have a policy regarding when testing is necessary, what is the protocol when someone tests positive, when they should stay home, whether you encourage the vaccine, and how your workspace is being cleaned, etc.

If you have 50+ Employees

As employers grow in size, so do the regulations that govern them. If you have 50 or more employees, these policies may be required of you, and it would be best to have a policy on how you are handling them:

• Affirmative Action Plan (AAP)

• Family Medical Leave Act (FMLA)

• Benefit eligibility (ACA)

If you have 100+ Employees

If you are close to or have breached the 100-employee mark, there are further regulations you must adhere to. Policies and procedures are recommended for the following:

• Vaccine Mandate

• Weekly COVID Testing in lieu of the vaccine

• EEO-1 Documentation and Reporting

Optional Policies

Now it’s time to get creative and highlight your organization’s eccentricities! What makes your organization unique? How are you navigating the gray spaces? Why would someone want to come and work at your organization? Below are some optional policies: 

• Your Mission, Vision, and Purpose

• Working from Home/Telecommuting

• Drug & Alcohol-Free Workplace

• Hotelling

• Smoke Free Workplace

• Religious Accommodations

• Visitors at Work

• Company Swag

• Health Emergency Policy (non-COVID specific)

• Inclement Weather

• Employment of Family Members/Nepotism

• Open-Door/Reporting Concerns

• Volunteer Time Off

• Media Coverage Responsibilities and Designations

• Employing Minors

• Social Media Guidelines

• Voicemail, Email & Internet Usage

• Business Expenses, Reimbursements, and Travel

• Company Property & Access

• Job Abandonment

• Bring Your Pet to Work

• Fun, Wellness, and/or Safety Committee Initiatives

• PTO Payout

• Code of Ethics

• Code of Conduct

• Company Perks, such as sick time, Wacky Shirt Wednesday, etc.

So, how does your handbook measure up? Do you need to start one altogether? If you need any tools, sample policies, or have any questions whatsoever, please contact us and we’ll get you a dedicated Consultant to assist you!

By Samantha Rogers