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An Introduction to…

Your Employee

Handbook Common-Sense, Plain-Language Policies For Effective Human Resources Management »  Hiring Policies  » Employment Policies » Workplace Standards  »  Workplace Safety »  Employee Relations » Employee Benefits


A Complete Employee Management System You Can Easily Administer n Clear and understandable policies designed and edited specifically for small businesses. n Compliant with all state and federal requirements. n A program backed by 30-plus years of experience in formulating, writing and administering employee policies in small and large companies. n Industry specific version for professional Offices containing relevant policies, in addition to necessary standard policies. n A complete human resources system that will grow with your company. n 86-page handbook, plus other publications, in convenient, editable digital format.

Order today at www.YourEmployeeHandbook.com


A Complete Employee Management System You Can Easily Administer Includes: n Editable Microsoft Word template for the handbook and forms. n Comprehensive State Supplement customized for your state. n Companion Forms Package to establish and maintain employment records. n Employer’s Poster Kit with all the required state and federal posters. n Supervisor’s Guide with information about managing employees and administering your human resource program. n Simple and effective Basic Safety Program with 745-item Facilities Safety Checklist

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Introduction

More than 135 Policies Written to the Best Practices of the HR Industry n Microsoft Word file you can edit for your own needs. n Guidance on which policies are mandatory and which are optional. n Written by experienced human resources consultant. Reviewed by HR attorneys. n Download the files instantly after purchase; get started immediately. n Access to a private web page for revisions and updates.

This Handbook is a tool to help acquaint you with your new employer, and to provide information about your position, benefits, and some of the affecting your employment. It is your responsibility to read, understand and comply with all provisions of this Handbook. This entire section is required. One of our objectives is to provide a safe and positive work environment that encourages both personal and professional growth. This Handbook describes many of the expectations and responsibilities for your position. It also describes the programs and procedures provided by the Company to benefit you. This Handbook is a living document. As the Company grows, the Handbook will be reviewed periodically and adapted to the changing needs of the Company and its employees. All changes must be authorized and approved by the president. You will be notified of changes in the policies or programs described in this handbook. No Handbook can anticipate every circumstance and every question about policy. After reading this Handbook, consult with your supervisor about any unanswered questions you may have.

Gender Pronouns This Handbook was written using masculine pronouns to describe all employees. No exclusion of female employees was intended, nor would the owners and management of the Company tolerate any such exclusion.

Employment At-Will Employment with the Company is voluntarily entered into, and you are free to resign at will at any time, with or without cause. Similarly, the Company may terminate the employment relationship with you at any time, with or without notice or cause, so long as there is no violation of applicable federal or state law. Policies set forth in this Handbook are not intended to create a contract with you and should not be construed to constitute contractual obligations of any kind. Nor is this Handbook a contract of employment between the Company and any of its employees. The provisions of this Handbook have been developed at the discretion of the Company president [or other officer] and, except for its policy of employment-at-will, may be amended or cancelled at any time. These provisions supercede all existing policies and practices and may not be amended or added to without the express written approval of the Company president [or other officer].

Your Employee Handbook — Contractors Version

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10


Hiring Policies and Practices

From Hiring to Firing — There’s a Policy to Cover Every Need

This section describes the Company's general hiring policies and practices. Use all policies in this section for best practices.

Hiring Procedure When hiring employees the Company follows the following guidelines: The supervisor will post a job announcement on the internal bulletin board. Employees who wish to apply for the open position may submit a resume to the supervisor responsible for the position. All interested employees will be given the opportunity to interview for the position.

n Hiring and firing policies keep you in compliance with state and federal laws. n Covers all federal employment laws.

In addition to the job posting, the supervisor [and the president] will review the qualifications of existing employees. Employees with sufficient qualifications will be invited to apply for the open position. If no current employee is qualified or is interested, the open position will be advertised to the public using one or more of the following methods: newspaper advertising, notices to local schools and professional associations or contacts, or the Internet. Responding applicants will be reviewed, interviewed, and if a match can be found, an offer of employment will be extended. If an applicant declines an offer, or if a suitable applicant is not found, the position will be re-advertised. If a suitable applicant cannot be found after two advertisements, the position qualifications and expectations will be re-evaluated and the hiring process will begin again. All applicants are subject to a review and verification of the qualifications listed on their resumes or applications. If the information cannot be verified or is found to be false, the employment offer will be withdrawn, or if employment has begun, the applicant will be terminated.

Age Requirement for Some Duties You must be of legal age to perform some tasks. Legal age varies from state to state. Check with your supervisor for age requirements for your location, position and the task to be done.

Criminal Convictions The Company reserves the right not to hire or retain anyone who has been convicted of a criminal offense. Conviction of a crime that involves dishonesty may result in an automatic withdrawal of an offer of employment or termination of current employment. However, before any termination decision is made, the nature of the crime and circumstances surrounding the conviction will be considered.

Your Employee Handbook — Contractors Version

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21


Specific Version Written for Professional Offices.

Workplace Standards This section explains the Company's standards for the workplace. Each department may have additional rules. You should ask your manager for any additional standards not presented in this Handbook. Use all policies in this section for best practices. Optional policies are marked. The goal of workplace standards is to create a pleasant, safe and secure working environment to enhance performance and enjoyment of your duties. Compliance is mandatory. Failure to comply will result in disciplinary action. Optional (Bulletin Board)

n Extensive research into the needs of professional, para-professionals and clericla workers. n Office Version contains policies addressing computer use, contract employees, confidentiality, ethics and cellular phone and social media use.

Bulletin Board An employee bulletin board is located in the [insert location]. Announcements of upcoming events, educational opportunities, special groups visiting or other information of interest are posted regularly on the bulletin board. This is official means of communication and your way to stay informed. All employees are responsible for the information on this board. Make it a habit to read it daily. If you want to post any materials on the bulletin board, you must have it pre-approved by the manager. Optional (Children in the Office or On the Jobsite)

Children in the Office Any office facility can be fascinating to children of all ages. However, some offices, especially those on jobsites, and all jobsites can present many hazards to children, including equipment that is not safe for use by minors. Therefore, no children are allowed in the office except when accompanied by a parent or guardian. If you see unaccompanied children in any area notify the manager immediately. Optional (Company Vehicle)

Company Vehicle Company vehicles may be provided in some cases for the purpose of jobsite travel. It is your responsibility to travel to and from the jobsite. Company vehicles may also be provided to salaried employees. The Company-supplied vehicles are supplied for Company business, however, it is understood that the vehicle may be needed for personal use. This personal use may be for uses such as running to the store or to visit someone, although, it is not to be used for extra-curricular activities; for example: going to the local tavern, camping or pulling personal recreation vehicles. The Company will be responsible for all fuel charges, oil changes, tires and washes.

Your Employee Handbook — Office Version

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Your Employees Will Have No Confusion About Your Policies

Workplace Standards This section explains the Company's standards for the workplace. Each department may have additional rules. You should ask your supervisor for any additional standards not presented in this Handbook. Use all policies in this section for best practices. Optional policies are marked. The goal of workplace standards is to create a pleasant, safe and secure working environment to enhance performance and enjoyment of your duties. Compliance is mandatory. Failure to comply will result in disciplinary action. Optional (Bulletin Board)

n Communicate your expectations with the “plain-English” writing style — no legalese!

Bulletin Board An employee bulletin board is located in the [insert location]. Announcements of upcoming events, educational opportunities, special groups visiting or other information of interest are posted regularly on the bulletin board. This is official means of communication and your way to stay informed. All employees are responsible for the information on this board. Make it a habit to read it daily. If you want to post any materials on the bulletin board, you must have it pre-approved by the supervisor. Optional (Children in the Office or On the Jobsite)

Children in the Office or On the Jobsite Any office facility or jobsite can be fascinating to children of all ages. However, some offices, especially those on jobsites, and all jobsites can present many hazards to children, including equipment that is not safe for use by minors. Therefore, no children are allowed in the office or on the jobsite except when accompanied by a parent or guardian. If you see unaccompanied children in any area notify the supervisor immediately. Optional (Company Vehicle)

Company Vehicle Company vehicles may be provided in some cases for the purpose of jobsite travel. It is your responsibility to travel to and from the jobsite. Company vehicles may also be provided to salaried employees. The Company-supplied vehicles are supplied for Company business, however, it is understood that the vehicle may be needed for personal use. This personal use may be for uses such as running to the store or to visit someone, although, it is not to be used for extra-curricular activities; for example: going to the local tavern, camping or pulling personal recreation vehicles. The Company

Your Employee Handbook — Contractors Version

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Policies to Handle Difficult Subjects With Ease and Dignity

will be responsible for all fuel charges, oil changes, tires and washes, and for all setup on pickup items, such as a tool box, CB or other radio and phone equipment. Vehicles may not to be used for any illegal purpose or an activity that could result in a citation. Vehicles are not for personal use or family use (other than outlined for salaried employees above). The vehicle operator shall be responsible for all driver violations. Vehicle Use Allowance You are not reimbursed for travel expenses between your residence and the office or jobsite. Transportation to a jobsite in a Company-furnished vehicle is sometimes available, but is not always provided. If you use your personal vehicle for Company business after reporting to your work location, you will be reimbursed for your mileage, based on the annual rate allowed by the Internal Revenue Service.

n Sensitive subjects are covered tactfully and with discretion — from financial issues to security advice and policies.

[OPTIONAL: If you are a salaried (exempt) employee, you may be eligible for a limited vehicle-use allowances if you are required to travel to and from a jobsite assignment beyond a 25-mile radius from your residence. Check with [insert name of person responsible to travel reimbursements.]]

Confidential Information Information about the Company and it’s personnel, projects and procedures must be kept completely confidential. Project and corporate recordsd, confidential papers, appointment books, and conversations must be safeguarded at all times. Additionally, you are not to disclose any other information that is held to be confidential by the Company.

Conflict of Interest You have an obligation to conduct business within guidelines that prohibit actual or potential conflicts of interest with the Company. A conflict of interest is defined as follows: An employee in a position of influence causes a decision to be made which will result in personal gain for that employee, relative or spouse. This decision is not in the best interest of the Company for reasons of cost, performance or other benefits. The mere existence of a relationship does not constitute a conflict of interest. If you are or become involved in purchases, leases or contracts which have the potential for a conflict of interest, you should make this known to your supervisor or the Company president as soon as possible. Safeguards will be established to protect all parties. You will not accept any kickback, bribe, substantial gift or special consideration as a result of any transaction or business dealings involving the Company. Optional (Contact Employees After Hours)

Contacting Employees After Hours All business should be conducted during business hours. However, may contact your supervisor after hours or during leave time in emergency situations or to notify them of a

Your Employee Handbook — Contractors Version

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Help Managers Communicate with Employees More Effectively n Clear guidance on how to follow policy and supervisor’s instructions — the consequences of failure to follow them.

Employee Relations The Company is committed to providing a rewarding environment to work in cooperation with your coworkers. It is our goal that every employee enjoy his work and is comfortable his surroundings. Use all policies in this section for best practices.

Adherence to Policy In resolving conflicts within the Company, strict adherence to policy is required. Conflicts, when properly resolved, can strengthen the Company. When conflicts are not handled according to policy, resentment occurs. The following rules have been established to guide you in the resolution of any conflict. Guidelines for Supervisors 

Treat all employees with respect. Yelling, name-calling or threatening actions or words will not be tolerated.

Do not discuss any aspect of your employee's relationship with the Company, including performance or any personal information, with anyone except the employee or the Company president.

All discussions regarding job performance, work habits or attitude will be conducted in private.

Supervisors will offer opinions only on the performance of their own employees. Supervisors having difficulties with an employee in another department must follow the procedure as outlined in this section.

Guidelines for Employees 

Do not use abusive language. Do not threaten or harass other employees, either verbally or physically

Do not gossip.

Do not discuss the actions or performance of any other employee or supervisor in the Company, except with your supervisor or the president.

Do not yell, slam doors, curse, or throw things when you are angry. Employees are encouraged to take a break and leave the office to calm down before discussing the problem with your supervisor.

Employees who do not follow the above guidelines for conflict resolution are subject to disciplinary actions as outlined in the Employee Conduct section of this Handbook.

Your Employee Handbook — Contractors Version

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Conduct Guidelines Cover All Situations

Employee Conduct The Company takes great care in its hiring practices to recruit qualified, professional individuals. It is committed to treating all employees with respect, and that includes a presumption of professional conduct. Occasionally, employees enter the Company without a clear idea of what professional conduct is. The purpose of this section is to explain the standards of conduct that are expected. This section also explains consequences for failure to adhere to these standards. Use all policies in this section for best practices, however you may remove policies or parts of policies that don’t fit your company’s practices.

n Concise policies detailing acceptable and unacceptable behavior — with a complete disciplinary policy that is fair to all parties.

Guidelines The following guidelines will serve as the standard of conduct for all employees: 

You will conduct yourself in a professional and respectful manner to all employees, customers, and visitors.

You will present yourself in a clean and well-groomed manner. Casual dress is acceptable provided it is clean, in good repair, modest, and is an approved alternative to uniforms or protective clothing.

You will present yourself on time for your regularly scheduled hours.

You are to remain productive throughout the workday.

This is a drug-free workplace. Abuse of intoxicating substances and use, possession or sale of illegal drugs will not be tolerated. Law enforcement officials will be notified if illegal substances are found on Company property.

Sexual harassment will not be tolerated.

Racial slurs, harassment and intimidation will not be tolerated.

There is no solicitation or distribution of petitions in the workplace.

All postings to the employee bulletin board or e-mail must be approved by your supervisor. Memorandums must be approved by your supervisor prior to distribution.

You will conduct business in a manner that avoids a personal conflict of interest with the Company 's interests.

No smoking anywhere on the premises.

You will protect the confidential nature of business information, such as customer lists, customer preferences, project proposals, and proprietary production processes. You will also respect the confidential nature of personal information about other employees.

Theft of any kind will not be tolerated.

Unauthorized use of the Company equipment will not be tolerated.

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Anticipate Common Questions by Detailing Employee Benefits

Employee Compensation and Benefits Eligible employees receive a wide range of benefits in addition to their salary. A number of programs prescribed by law, such as social security and unemployment, cover all employees. Benefit eligibility is based on employee classification and length of employment. Use all policies in this section for best practices. Optional recommendations are marked. If you have any questions about benefits after reading this Handbook, please consult with your supervisor. Benefits are subject to change at any time, but can only be changed by the Company president. You will be given 30 days notice of any changes to benefits.

n Let your employees know how much you value them with this complete description of the most common benefits — and add your own.

Full-time employees who have successfully completed the evaluation period are eligible for the Company benefits. Part-time employees working less than 35 hours per week are not eligible for these benefits, but may have other benefits available to them; check with your supervisor for details.

Special Benefits Optional (401(k)) 401(k) If you are eligible, you will be given the option to enroll in the Company's 401(k) plan. Check with your supervisor [or benefits coordinator] for details about this program. Optional (Employee Assistance Program) Employee Assistance Program As part of our commitment to provide safe conditions to the public and our employees, the Company maintains an EAP through [insert name of EAP provider]. This program provides information, resources and counseling concerning the effects and consequences of alcohol and drug use on an individual’s health, work, and personal life and information on the signs and symptoms of an alcohol or drug problem. If you have or are developing a drug or alcohol problem, you may seek voluntary assistance through the Employee Assistance Program. Voluntary participation in the EAP or a rehabilitation program may not be used to circumvent disciplinary action, nor can the enrollment in the rehabilitation program be made on the day of a drug or alcohol test. Continued employment following rehabilitation is conditional upon satisfactory completion of the rehabilitation program, and the Company’s after-care program, including the Company mandated Return-To-Duty and Follow-Up testing, along with evaluation and certification by the Company Substance Abuse Professional before returning to work. All costs associated with any further rehabilitation or treatment program that is not part of the EAP are paid by the employee, if they are not covered under the Company's insurance

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Safety Awareness is a Vital Part of Keeping Your Employees and Your Company Safe

Employee & Workplace Safety This section explains the Company's standards for ensuring safety in the workplace. Use all policies in this section for best practices (other than those indicated as “Optional”).

Accidents Accidents in the Workplace Report all accidents or injuries to your supervisor immediately so appropriate medical action can be taken and proper reports filed to the Company’s insurance carriers. Accidents While Traveling

n Safety policies cover most incidents that can occur, and allow for the unexpected. n Provides your company with an OSHAcompliant basic safety program, completed with all forms.

If you are involved in an accident while traveling on business for the Company, you must contact your supervisor as soon as possible to report the accident. Your supervisor will be responsible for the completion of all appropriate reports for the insurance companies, police or other agencies, and will copy the reports to the Company president. Optional (Boom-Supported Elevated Work Platform)

Boom-Supported Elevated Work Platform Aerial lifts are essential to our work and are found on most of our jobsites. Because these lifts provide access to high work, they should be used whenever they can minimize fall hazards without creating other hazards that would result from their use. Only trained and certified aerial lift operators may operate aerial lifts. Failure to adhere to this policy will result in termination of employment. If you are working on an aerial lift platform, you must be tied-off 100 percent of the time with approved personal protection equipment.

Drug and Alcohol Policy To maintain a work environment free from the harmful effects of substance abuse, and for the safety, health, and well-being of our employees and customers, the Company maintains a drug-free workplace. Alcohol use by you while on duty is prohibited. In addition, the use of alcohol, on or off Company property that adversely affects your job performance, workplace morale or the public perception of the Company, is not acceptable and may result in immediate termination of employment. If you are responsible for the operation of equipment, machinery or vehicles, you must report any use of prescription medications that may affect your performance or safety. The Company may reassign you to other duties while such medication is being used. Prescription medications brought on the job must be issued in your name and be used in the amount and manner prescribed.

Your Employee Handbook — Contractors Version

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Companion Forms Help You Administer the Policies in Your Employee Handbook n Contains every form used in Your Employee Handbook, plus a bonus selection of forms we’ve found useful when managing employees. n Professionally-designed to the standards of experienced human resources consultants.

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Disciplinary Action Form

All the Forms You Need to Manage and Communicate

Employee Name: _____________________________________

Date: __________

Position: _____________________________________________

Department: ____________________________________________

Type of Warning: ■

Occurrence:

VERBAL

WRITTEN

1ST

2ND

3RD

Verbal Warning Description of Problem: __________________________________________________________________________________________ _________________________________________________________________________________________________________________ _________________________________________________________________________________________________________________ _________________________________________________________________________________________________________________

n Adobe PDF Format — Print these forms on any printer.

Action Taken:

EMPLOYEE WAS REMINDED OF POLICY

EMPLOYEE WAS ADVISED TO CORRECT BEHAVIOR

EMPLOYEE WAS REMINDED OF JOB DUTIES

EMPLOYEE WAS WARNED OF POSSIBLE DISCIPLINARY ACTION

OTHER

_________________________________________________________________________________________

Written Warning Description of Problem: __________________________________________________________________________________________ _________________________________________________________________________________________________________________ _________________________________________________________________________________________________________________ _________________________________________________________________________________________________________________ Required Solution: _______________________________________________________________________________________________ _________________________________________________________________________________________________________________ _________________________________________________________________________________________________________________ _________________________________________________________________________________________________________________ The employee will demonstrate improvement by: Date __________ If improvement is not made, the employee may be disciplined with:

This employee

PDF

ANOTHER WRITTEN WARNING

HAS

HAS NOT

SUSPENSION WITHOUT PAY OF ________ DAY(S)

TERMINATION

been placed on a 90 day probationary period.

I have read this form and understand what is expected of me. Employee Signature ___________________________________ Supervisor ______________________________________________ Employee Comments: ___________________________________________________________________________________________ _________________________________________________________________________________________________________________

______________________________________________________________________________________________

Adobe

______________________________________________________________________________________________ ______________________________________________________________________________________________ © 2003 YOUR EMPLOYEE HANDBOOK DISCIPLINARY ACTION FORM REV. 0803

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Copied to: ■ Employee

■ File

■ Company President


Disciplinary Action Form

All the Forms You Need to Manage and Communicate

Employee Name:

Date:

Position:

Department:

Type of Warning: ■

VERBAL

Occurrence:

WRITTEN

1ST

2ND

3RD

Verbal Warning Description of Problem:

n Adobe PDF Format — Print these forms on any printer. n Adobe PDF Fill-in Format — Fill them in on your computer and print out to your own laser or inkjet printer.

Action Taken:

EMPLOYEE WAS REMINDED OF POLICY

EMPLOYEE WAS ADVISED TO CORRECT BEHAVIOR

EMPLOYEE WAS REMINDED OF JOB DUTIES

EMPLOYEE WAS WARNED OF POSSIBLE DISCIPLINARY ACTION

OTHER

Written Warning Description of Problem:

Required Solution:

The employee will demonstrate improvement by: Date If improvement is not made, the employee may be disciplined with:

This employee

PDF

ANOTHER WRITTEN WARNING

HAS

HAS NOT

SUSPENSION WITHOUT PAY OF

DAY(S)

TERMINATION

been placed on a 90 day probationary period.

I have read this form and understand what is expected of me. Employee Signature ___________________________________ Supervisor ______________________________________________

FILL-IN

Employee Comments:

Adobe © 2003 YOUR EMPLOYEE HANDBOOK DISCIPLINARY ACTION FORM_W REV. 0803

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Copied to: ■ Employee

■ File

■ Company President


Disciplinary Action Form

Company Name

All the Forms You Need to Manage and Communicate

Employee Name:

_____

Date:

_____

Position:

_____

Department:

_____

Type of Warning:

Verbal

Written

Occurrence:

1st

2nd

3rd

Verbal Warning Description of Problem: Action Taken: Comments:

_____ Choose one: _____

Written Warning

n Adobe PDF Format — Print these forms on any printer. n Adobe PDF Fill-in Format — Fill them in on your computer and print out to your own laser or inkjet printer. n Microsoft Word Format — Open these files and fill them in on your computer, then print them on your own laser or inkjet printer. Edit, add blanks, change selection boxes or delete sections.

Description of Problem:

_____

Required Solution:

_____ Employee will demonstrate improvement by:

Date _____

If improvement is not made, employee may:

Choose one:

This employee HAS

Days:_____

been placed on a 90-day probationary period.

Acknowledgements Signed and Agreed: Employee(s):

Supervisor(s):

Employee Comments:

© 2003 Your Employee Handbook / Disciplinary Action Form Rev. 1103

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HAS NOT

Date:


Be in Compliance with Federal and State Poster Requirements with the Employer’s Poster Kit n Don’t spend hard-earned money on fancy posters, when all the posters you need can be printed from your own laser or ink-jet printer. n Massive 112-page publication lists every poster the federal government and each state require to be posted. n Actual PDF copies of the official federal posters are included, with working links to free sources for all state posters. n Just click, print and post — and you’re in compliance with federal and state employment law poster requirements.

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Details and Supplies Every Federal Poster You’re Required to Display n Provides a complete description of each federal posters. n Includes guidelines for use and active links to download FREE from official U.S. websites.

Federal Labor/Employment Poster Requirements for Small Businesses and Other Employers There are five federal posters that must be displayed in an area common to all employees. To help simplify the task of complying with the Department of Labor’s DOL workplace poster requirements, this publication lists the DOL required posters. Depending on your business, other posters may be required. See each page for requirements for posting by different types of businesses. Posters should be displayed so that they are easily visible to the intended audience. These posters are the official PDF versions distributed by the various Federal agencies, and are licensed for printing on your equipment and display. Please note that the Department of Labor may have notice requirements for specialized workplace areas or for certain occupations, apart from the poster requirements in this document. For assistance with these notice requirements, please contact the Office of Small Business Programs. For more information about poster requirements or other compliance assistance matters, you may contact the U.S. Department of Labor by telephone or visit the DOL poster page at http://www.dol.gov/osbp/sbrefa/poster/matrix.htm or call 1-866-4USA-DOL (1-866-487-2365). EQUAL EMPLOYMENT OPPORTUNITY IS THE LAW VIEW POSTER Employment Standards Administration, Office of Federal Contract Compliance Programs. Executive Order 11246, as amended; Section 503 of the Rehabilitation Act of 1973, as amended; 38 U.S.C. 4212 of the Vietnam Era Veterans’ Readjustment Assistance Act of 1974, as amended; 41 CFR Chapter 60-l .42; 41 C.F.R 60-250.4k); 4 1 C.F.R. 60-74 1.5a)4. Who must post: Entities holding federal contracts or subcontracts or federally-assisted construction contracts of $10,000 or more; financial institutions which are issuing and paying agents for U.S. savings bonds and savings notes; depositories of federal funds or entities having government bills of lading. Citations/penalties: Appropriate contract sanctions may be imposed for uncorrected violations. Other information: Post copies of the poster in conspicuous places available to employees, applicants for employment, and representatives of labor organizations with which there is a collective bargaining agreement. Also, nonconstruction contractors or subcontractors with 50 or more employees and a contract of $50,000 or more [otherwise required by 41 CFR 60-2.1 a)] should develop an equal opportunity policy as part of an affirmative action plan and post the policy on company bulletin boards. 41 CFR 60-2.2 1 a)(9). NOTE: The Office of Federal Contract Compliance Programs OFCCP-recognizes that there are differences between this poster and the poster provided by the U.S. Equal Employment Opportunity Commission EEOC). Despite these differences, both posters are accepted as valid by OFCCP and EEOC. Federal Web site:

http://www.dol.gov/esa/regs/compliance/posters/eeo.htm

Direct links to posters:

English — http://www.dol.gov/esa/regs/compliance/posters/pdf/eeopost.pdf Spanish — http://www.dol.gov/esa/regs/compliance/posters/eeospan.htm

Contact:

EEOC Office of Communication,1801 L St., N.W., Washington, D.C. 20507; 1-800-669-3362 or 1-800-435-7232.

HELP US KEEP THE EMPLOYER’S POSTER KIT UP TO dATE! Posters are updated and links are changed frequently. We do our best to keep up with these changes, but with more than 1,100 links from 50 states, it’s an impossible task to do more than once a year. Help us stay up to date by letting us know about poster changes and bad links for your state at http://www.youremployeehandbook.com/badlink. Thanks!

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© 2009 Your Employee Handbook Employer’s Poster Kit




State Poster Recommendations and Requirements

Details and Provides a Link to Every State Poster You’re Required to Display n Lists each poster required by all 50 states. n Details which businesses are required to display posters. n Includes active links to download FREE copies of each poster. n The official PDF files are also included on the CD-ROM version you receive in the mail.

Each state also has its own regulations with regard to postings. Following are state posting requirements and contact information as of April 2009. Wherever possible, we’ve provided Web links to free, downloadable state posters. If a link is not listed, it is not available online, and you must contact the appropriate state agency, also listed. Information and Web links are subject to change without notice. Source: Individual state web sites. FEdERALPOSTERS (* REqUIRED) Employee PolygraphNotice * Equal Employment Opportunity Family and Medical Leave Act

Federal Minimum Wage * Federal OSHA “It’s the Law” * INSDiscrimination Dept. of Justice) IRSWithholding Notice IRSEarned Income Credit Notice Payday Notice ALABAMA State Recommended and Required (*) Posters: State Poster Web Site:

dir.alabama.gov/docs/doc_type.aspx?id=2

Child Labor Laws Recommended; required for all employers who employ minors under 18. Direct links to posters: Hours Hours, Spanish Construction General Contact:

http://www.alalabor.state.al.us/PDFs/AlabamaChildLaborPoster.pdf http://www.alalabor.state.al.us/posters/spanishChild%20Labor.pdf http://www.alalabor.state.al.us/images/CHILD_LABOR_POSTERS/poster.construction01.pdf http://www.alalabor.state.al.us/images/CHILD_LABOR_POSTERS/Youth%20Rules%20Poster.pdf Alabama Dept. of Labor, Child Labor Office, 100 N.Union St., Montgomery, AL 36130; 334-242-3460; http://www.alalabor.state.al.us/CHILD_LABOR.htm

Notice to Employees Injury Direct link to poster: http://www.riskmgt.state.al.us/PDFs/JULY_04_FORMS/SEITCF_Form_6.pdf Contact: Alabama Dept. of Finance, Div. of Risk Management, 777 S. Lawrence St., Montgomery, AL 36131, 334-223-6120; www.riskmgt.state.al.us Notice of New Hire Program Direct link to poster: Not available online. Contact supervising agency. Contact: Alabama Dept. of Industrial Relations, New-Hire Unit, 649 Monroe St., Room 2683, Montgomery, AL 361310378, 334-353-8491; http://dir.alabama.gov/ Your Job Insurance — Unemployment Compensation * Direct link to poster: http://dir.alabama.gov/docs/posters/uc_jobinsurance.pdf OR http://www.pardons.state.al.us/ALABPP/Divisions/Personnel/Personnel%20PDFs/Posters/uc_jobinsurance.pdf Contact: Alabama Dept. of Industrial Relations, 649 Monroe St., Montgomery, AL 36131; 334-242-8025; http://dir.alabama.gov/uc/ Unemployment Compensation Fraud * Contact: Alabama Dept. of Industrial Relations, 649 Monroe St., Montgomery, AL 36131; 334-242-8025; http://dir.alabama.gov/uc/ Direct link to poster: http://dir.alabama.gov/docs/posters/wc_fraudposter.pdf

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Complete Instructions on How to Use and Display Each Poster n Separate pages focus on each individual federal poster, with complete details for use, plus handy links to the poster page.

Equal Employment Opportunity Poster

Every employer covered by the nondiscrimination and EEO laws is required to post on its premises the poster, “Equal Employment Opportunity is the Law.” The notice provides information concerning the laws and procedures for filing complaints of violations of the laws with the Office of Federal Contract Compliance Programs OFCCP). To use this file as a poster for your place of employment, please follow these instructions:

Equal Employment Opportunity is THE LAW Employers Holding Federal Contracts or Subcontracts Applicants to and employees of companies with a Federal government contract or subcontract are protected under the following Federal authorities: RACE, COLOR, RELIGION, SEX, NATIONAL ORIGIN Executive Order 11246, as amended, prohibits job discrimination on the basis of race, color, religion, sex or national origin, and requires affirmative action to ensure equality of opportunity in all aspects of employment. INDIVIDUALS WITH DISABILITIES Section 503 of the Rehabilitation Act of 1973, as amended, prohibits job discrimination because of disability and requires affirmative action to employ and advance in employment qualified individuals with disabilities who, with reasonable accommodation, can perform the essential functions of a job. VIETNAM ERA, SPECIAL DISABLED, RECENTLY SEPARATED, AND OTHER PROTECTED VETERANS The Vietnam Era Veterans’ Readjustment Assistance Act of 1974, as amended, 38 U.S.C., 4212, prohibits job discrimination and requires affirmative action to employ and advance in employment qualified Vietnam era veterans, qualified special disabled veterans, recently separated veterans, and other protected veterans. A recently separated veteran is any veteran during the threeyear period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval or air service.

RETALIATION

1. Click on the link for the poster. 2. To print, click on the printer icon within Acrobat Reader. Your printer must have a minimum of 1 meg of RAM in order to print this poster. 3. The notice must be posted prominently, where it can be readily seen by employees, applicants for employment, and representatives of labor organizations with which there is a collective bargaining agreement.

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Retaliation is prohibited against a person who files a charge of discrimination, participates in an OFCCP proceeding, or otherwise opposes discrimination under these Federal laws. Any person who believes a contractor has violated its nondiscrimination or affirmative action obligations under the authorities above should contact immediately: The Office of Federal Contract Compliance Programs (OFCCP), Employment Standards Administration, U.S. Department of Labor, 200 Constitution Avenue, N.W., Washington, DC 20210, (202) 693-0101 or call an OFCCP regional or district office listed in most telephone directories under U.S. Government, Department of Labor. For individuals with hearing impairment, OFCCP’s TTY number is (202) 693-1337.

Private Employment, State and Local Governments, Educational Institutions, Employment Agencies and Labor Organizations Applicants to and employees of most private employers, state and local governments, educational institutions, employment agencies and labor organizations are protected under the following Federal laws: RACE, COLOR, RELIGION, SEX, NATIONAL ORIGIN Title VII of the Civil Rights Act of 1964, as amended, prohibits discrimination in hiring, promotion, discharge, pay, fringe benefits, job training, classification, referral, and other aspects of employment, on the basis of race, color, religion, sex (including pregnancy and sexual harassment) or national origin. Religious discrimination includes failing to reasonably accommodate an employee’s religious practices where the accommodation does not impose undue hardship. DISABILITY Title I and Title V of the Americans with Disabilities Act of 1990 (ADA), as amended, protect qualified applicants and employees with disabilities from discrimination in hiring, promotion, discharge, pay, job training, fringe benefits, classification, referral, and other aspects of employment on the basis of disability. The law also requires that covered entities provide qualified applicants and employees with disabilities with reasonable accommodations, unless such accommodations would impose an undue hardship on the employer. AGE The Age Discrimination in Employment Act of 1967, as amended, protects applicants and employees 40 years of age or older from discrimination on the basis of age in hiring, promotion, discharge, compensation, terms, conditions or privileges of employment.

performing substantially equal work, in jobs that require equal skill, effort and responsibility under similar working conditions, in the same establishment. RETALIATION Retaliation is prohibited against a person who files a charge of discrimination, participates in a discrimination proceeding, or otherwise opposes discrimination under these Federal laws. If you believe that you have been discriminated against under any of the above laws, and to ensure that you meet strict procedural timelines to preserve the ability of EEOC to investigate your complaint and to protect your right to file a private lawsuit, you should immediately contact: The U.S. Equal Employment Opportunity Commission (EEOC), Washington, DC 20507 or an EEOC field office by calling toll free (1-800) 6694000. For individuals with hearing impairments, EEOC’s toll free TTY number is 1-800 669-6820. Programs or Activities Receiving Federal Financial Assistance RACE, COLOR, SEX, NATIONAL ORIGIN In addition to the protection of Title VII of the Civil Rights Act of 1964, as amended, Title VI of the Civil Rights Act prohibits discrimination on the basis of race, color or national origin in programs or activities receiving Federal financial assistance. Employment discrimination is covered by Title VI if the primary objective of the financial assistance is provision of employment, or where employment discrimination causes or may cause discrimination in providing services under such programs. Title IX of the Education Amendments of 1972 prohibits employment discrimination on the basis of sex in educational programs or activities which receive Federal assistance. INDIVIDUALS WITH DISABILITIES Section, 504 of the Rehabilitation Act of 1973, as amended, prohibits employment discrimination on the basis of disability in any program or activity which receives Federal financial assistance in the federal government, public or private agency. Discrimination is prohibited in all aspects of employment against persons with disabilities who, with or without reasonable accommodation, can perform the essential functions of a job. If you believe you have been discriminated against in a program of any institution which receives Federal assistance, you should contact immediately the Federal agency providing such assistance. Publication OFCCP 1420 Revised August 2008

SEX (WAGES) In addition to sex discrimination prohibited by Title VII of the Civil Rights Act of 1964, as amended, the Equal Pay Act of 1963, as amended, prohibits sex discrimination in payment of wages to women and men

ENGLISH, LARGE, COLOR

© 2009 Your Employee Handbook Employer’s Poster Kit


n Includes a PDF version of the office U.S. agency poster. Just print and post!

Under Federal law employees cannot be required to join a union or maintain membership in a union to retain their jobs. Employees who are subject to a union security clause and choose not to be union members may object to the use of their compulsory union dues and fees for union expenditures that are not related to representational activities, such as collective bargaining, contract administration and grievance adjustment. Employees who object to paying for non-representational activities may be entitled to a refund and appropriate reduction of future payments. Contractors subject to the Railway Labor Act use the alternate poster. To use this file as a poster for your place of employment, please follow these instructions: 1. Click on the link for the poster.

NOTICE TO EMPLOYEES

Includes the Official PDF Version of FederallyRequired Posters

EXECUTIVE ORDER 13201: NOTICE OF EMPLOYEE RIGHTS CONCERNING PAYMENT OF UNION DUES BECK-POSTER

U

nder Federal law, employees cannot be required to join a union or maintain membership in a union in order to retain their jobs. Under certain conditions,

the law permits a union and an employer to enter into a union-security agreement requiring employees to pay uniform periodic dues and initiation fees. However, employees who are not union members can object to the use of their payments for certain purposes and can only be required to pay their share of union costs relating to collective bargaining, contract administration, and grievance adjustment. If you do not want to pay that portion of dues or fees used to support activities not related to collective bargaining, contract administration, or grievance adjustment, you are entitled to an appropriate reduction in your payment. If you believe that you have been required to pay dues or fees used in part to support activities not related to collective bargaining, contract administration, or grievance adjustment, you may be entitled to a refund and to an appropriate reduction in future payments.

ENGLISH, LARGE, B&W ENGLISH, LARGE, B&W, RAILROAD LABOR ACT CONTRACTORS

2. To print, click on the printer icon within Acrobat Reader. Your printer must have a minimum of 1 meg of RAM in order to print this poster. Print both pages for a large black & white poster. 3. Tape or paste the two printed pages together to form an 11 x 17 inch poster. 4. The notice must be posted prominently, where it can be readily seen by employees and applicants for employment.

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© 2009 Your Employee Handbook Employer’s Poster Kit


Be in Compliance with Your State’s Employment Laws with the Your Employee Handbook n Your Employee Handbook includes state requirements. n 16 to 50 pages in length — depending on the state — of your state’s worker protections and employer responsibilities that are in addition to federal regulations, and that are just as binding on your actions as an employer. n In addition to the revised and new policies, laws and regulations that affect your treatment of employees, but may not require a policy in your handbook, are included, to give you complete guidance for all areas of employee management. n Copy the policies that apply to you, paste them into the handbook, and you’re done — and the result is a federally and state-compliant employee handbook!

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Standard State Supplement Covers the Basics of Editing Policies

Alabama Access to Employee Records The policies in the Handbook file will cover these restrictions. See the reference chart in the Supervisors Guide for further information.

Criminal Background Checks Criminal background checks are covered in the Supervisor's Guide.

Discrimination The policies in the Handbook will cover any restrictions on discrimination.

n General guide to all 50 states tells you which policies may need to be revised to suit your state employment laws. n Microsoft Word format — just copy and paste into the standard Your Employee Handbook text.

Drug Testing Drug testing is discussed in the Supervisor's Guide. Follow the guidelines for appropriate administration of an anti-drug workplace.

Family Medical Leave Act The policies in the Handbook cover any requirements for the FMLA.

Jury Duty The policies in the handbook cover Jury Duty.

Sexual Harassment The policies and procedures in the handbook cover sexual and other forms of harassment and how to handle problems.

Terminating Employees, Restrictions Employers may not terminate an employee for serving on a jury, filing a workers' compensation claim or written notice of a safety rule or child labor violation, or for having wages withheld for child support or criminal restitution.

Tip Credit Employers can take a maximum tip credit of $3.02 against minimum wage.

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More Comprehensive Revised Policies Specifically Edited for Your State n In progress during the year: Customized revised policies for each state — just copy and paste the policies you need for your state. Limited number of states available now; more released each quarter.

POLICY REVISION > Add the following text after the last paragraph of the “Drug Testing” policy:

Credit Checks The Company may request a credit information report as part of the process of considering applicants for employment or current and new employees for promotion. We will provide such applicants and employees with written notice of our intent to obtain credit information and provide a copy of the report upon request. In the event that information in the credit report causes us to make an adverse employment decision with regard to an applicant for employment or consideration for promotion, we will provide the applicant or employee with the name of the credit reporting agency that prepared the report.

Crime Victim Leave (Discrimination Against Crime Victims) Arizona employers with at least 50 employees must allow a crime victim to take leave from work in order to be present at criminal proceedings related to the offense. In order to take crime victim leave, the employee must provide the employer with documentation available from the relevant law enforcement agency. An employer may be exempt if granting leave would present an undue hardship. Employers are not required to compensate employees for leave time. However, employers may not discharge or discriminate against employees who take such leave. POLICY REVISION > If your company has more than 50 employees, add the following text after the “Personal Leave” policy:

Crime Victim Leave If you are a victim of a felony, or if your spouse, registered domestic partner, child, stepchild, sibling, step sibling, parent, or step parent is a victim of a felony, you may take time off in order to attend judicial proceedings relating to the crime. If you need such time off, you must give your manager [supervisor] a copy of the notice of the scheduled proceeding. If advance notice is not possible, you must provide a copy of documentation relating to the judicial proceeding within a reasonable period of time [00 days] after your return to work. Time off on account of the Company’s Victims of Crime policy is paid [unpaid. However, you may use any available vacation or sick leave when attending judicial proceedings relating to a crime.] No action will be taken against any employee in any manner for requesting or taking any time off as provided for in this policy.

Your Employee Handbook — State Guide for Arizona

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Keep your Employees Safe and Productive with the Simple and Easy-to-use Employer’s Safety Program n A fast and easy way of establishing an effective safety program. n Quickly set out simple, easy-to-follow safety policies for your jobsites and offices. n Forms for inspections and incident feedback and suggestions, plus all the required OSHA forms for recording and reporting injuries. Comes in three parts: n Supervisors guide containing instructions on introducing, implementing, and managing the program. n Employees guide with policies on safe handling of tools, equipment, situations and locations, and specific instructions for recognizing and reporting safety hazards. n A comprehensive (65 pages, 745 checklist items)checklist for your facility and worksites that will help you spot and correct safety hazards. Order today at www.YourEmployeeHandbook.com


Safety Is Not an Afterthought When You Use the Basic Safety Program n Include this basic, but complete, safety program for your employees. n You receive a version writtten for employees, and a separate version for supervisors.

Your Safety Manual The Importance of Safety Construction work can be dangerous and result in serious injury if proper safety precautions are not taken. Unsafe workers not only endanger themselves, they endanger their co-workers as well. The Company considers safety to be such an important part of your job, this Safety Program has been written and included as part of your employee handbook. The Company requires that all employees follow the safety procedures outlined in this program at all times without exception. Employees frequently complain about the inconvenience of safety protocol, claiming protective wear and safety procedures interfere with productivity. These policies are designed for your protection and the protection of your co-workers. The most non-productive employee is the one missing work because of an injury. Accidents and injuries are expensive for the Company in terms of lost time, project delays, medical and insurance costs, lost workers and damage to equipment. But injuries are even more costly to employees. Work place illness and injury caused by not following safety protocol can result in physical discomfort for many years. A serious injury can end your career and freeze your income for the rest of your life. There are no raises or overtime earnings on disability payments. We require you to be safe in your work for your sake as well as the good of the Company and the well being of your co-workers. We believe an accident-free job site is an achievable goal if we all remain safety conscious. Our Safety Program includes three parts: Protection, Inspection and Introspection. Protection refers to the use of protective clothing, safety gear and safe equipment handling. Inspection refers to the use of safety checks and reports to insure the program is being used. Introspection is the process of reviewing documents and reports to determine ways of making our work site safer. This manual is divided into three parts covering these areas of the safety program.

Your Employee Handbook — Companion Safety Program (Employee Edition)

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Yes

Check Over Your Facility for Problems with this 745-item Safety Checklist n You’ll remember to check every potential safety hazard using this free checklist — the most comprehensive available.

Assigned To

Burns (Restaurants) 1.

Are pot holders, gloves and mitts required when moving hot pots or containers?

2.

Is it required to avoid overcrowding on range tops?

3.

Are workers trained to set pot handles away from burners and make sure the handles don’t protrude over the edge of the range?

4.

Are workers trained to adjust burner flames to cover only the bottom of the pan?

5.

Are workers trained to place sealed cooling pouches in boiling water carefully to avoid spashing?

6.

Is it prohibited to leave hot oil or grease unattended?

7.

Are workers required to ask for help when moving or carrying a heavy pot of simmering liquid from a burner?

8.

Are workers prohibited from using metal containers, foil, or utentils in a microwave oven?

Your Employee Handbook Companion Safety Program, Facilities Safety Checklist

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No

6

Done


Supervisor’s Guide Offers Practical Guidance for Managing Employees and Communicating Policies n Promotes consistent record-keeping, clear communication of policies and adherence to established policies. n Provided in Microsoft Word format; add your own company-specific supervisory policies. n Step-by-step instructions and procedures to make sure your new policies are implemented properly. n Contains practical advice on commonplace employment situations and problems. n Includes “To Do Tips” — things you need to do to ensure compliance with federal employment laws or consistency in policy implementation. n Contains useful reference sheets, such as how to manage the contents of each employee file and how long to keep employee records.

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Teach Your Managers How to Use Your New Employee Handbook

 Ask open-ended questions: “Tell me about your last position? What parts did you like? Why did you leave? What three elements would your ideal job have?”  Do not ask personal questions: “Are you married? Do you have kids? Do you plan to get pregnant?” But if the information is volunteered, you may take note of it.  Ask questions about personal interests: “We have a soft ball team. Are you interested in sports? Do you have other hobbies?” Often these kinds of questions will give you insight into the personal priorities of the applicant.  Keep the interview to about 45 minute for entry-level positions, and 90 minutes for supervisory and management candidates.  Have the applicant talk to the department supervisor and give him a brief tour of the work area where he will be assigned.  For management positions, have two other managers meet with the applicant for a short time (15 minutes) to discuss how the two departments interact.

n Expert guidance on how your managers can enforce your new policies. n Instructions on using the forms included with Your Employee Handbook. n Sidebars and special features on how to handle common employee problems.

Verifying References Verify all employment references thoroughly. Call previous employers and ask if the dates of employment are correct, ask about the position the person held, and if the ex-employee is eligible for rehire. Most companies will verify these three bits of information. If an applicant is good, past employers will usually volunteer a lot of information; if not, they will be very careful about giving out opinions or information; use this as a guide to the person’s true performance with that employer. Verify at least two previous employers. If the person has not worked in a number of years, as in the case of a full-time mother re-entering the workforce, use personal or volunteer references. The Reference Verification Form in the Companion Forms Package is designed to help make this task easier. Making Your Decision End the interview by thanking the applicant for their time. If they do not have the qualifications you are seeking, tell them at that time, being specific about the qualifications or skills they lack. If the candidate is a good prospect, but you have others to interview and consider, reveal that information and give them a specific timeframe for getting back to them with a decision. Remember, the good applicants get multiple offers. Don’t lose a good worker by dragging your feet. For entry-level positions, the best applicants find jobs within 4 days of the start of their search. Be ready to act quickly if you find a quality person. Letters of Hire Every new employee should be given a letter of hire on his first day of work. Managers should have the letter sent to them two week prior to their start date. This letter should read something like this:

Your Employee Handbook

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Implement the Best Practices of Human Resources Management n Useful guidelines on records retention and other human resources functions.

Employee Record Retention Guide All businesses are required to keep employee records for varying amounts of time depending on the type of record being stored. The following chart lists recommendations for retaining records: Record Item

11 years

Age Work Certification Records (for minors)

3 years after termination

Applications (non-hires)

1 year

Attendance Records

4 years

COBRA Records

3 years

Employee Benefit Plans

2 years following termination of plan

Employment Advertisements

3 years

ERISA Retirement and Pension Records (Employee Retirement Income Security Act)

Indefinitely

FMLA Records (Sect. 825.500 of the Code of Federal Regulations; Federal Family and Medical Leave Act)

3 years

Form I-9 (Immigration Reform and Control Act of 1986)

3 years after employment begins, or, 1 year beyond termination, whichever is later.

Form W-4

4 years after filing year

Labor Contracts

Indefinitely

OSHA Logs (Occupational Safety and Health Act)

5 years following the end of the year to which they relate, plus the current year

OSHA Training Documentation

3 years

Paychecks

8 years

Payroll Records (including name, address, social security number, wage rate, number of hours worked daily, weekly gross wages, deductions, allowances claimed and net wages)

6 years

Personnel File Records (including applications, pre-employment tests, performance appraisals, rate changes, position changes, transfers, promotions, demotions, documentation of disciplinary actions, job descriptions)

6 years after termination

Employee Medical Records and Analysis (as required by OSHA, must be kept in a separate file)

The duration of employment, plus 30 years

Material Safety Data Sheets (MSDS) or some identification of substance used or found

The duration of employment, plus 30 years

Records pertaining to unfair or discriminatory employment practices and Americans with Disabilities Act

Until final disposition of charge or action

Your Employee Handbook

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Number of Years to Retain

Accident Reports and Injury Claims (Workers Compensation)

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Other Benefits of Your Employee Handbook

n No-questions-asked Guarantee n Free Technical and Policy Support n Free Updates for Life n Free Downloads from a Private Membership Area n Free Source Files Mailed to You on CD-ROM n Continuously Published and Improved Since 1998 n Also Available with a Spanish Version n Three packages: Handbook Only, Complete System, or English/Spanish Bundle n Purchase, Download and Customize TODAY!

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Your Employee Handbook for Offices Evaluation Edition