Designing Employee Handbooks Legal Limitations. Employment At Will Employees shall not be considered...
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![Page 1: Designing Employee Handbooks Legal Limitations. Employment At Will Employees shall not be considered permanent employees. All employment is at-will. Employees.](https://reader030.fdocuments.net/reader030/viewer/2022032705/56649dda5503460f94ad00fe/html5/thumbnails/1.jpg)
Designing Employee Handbooks
Legal Limitations
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Employment At Will
Employees shall not be considered permanent employees.
All employment is at-will.Employees may have their employment
discontinued for any reason.
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Not a Contract
Nothing in this employee handbook shall be construed as an employment contract.
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Changes in the Handbook
Management may make changes in the employee handbook at any time.
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May vs. Must
“May” statements provide more flexibility than “must” statements.
For example: management must complete performance appraisals by March 1 might cause legal problems if that “must” is not obeyed. “May” is much better.
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Sexist Language
Be politically correct in your languageRefer to sales people rather than
salesmanRefer to Workers’ Compensation rather
than Workmen’s Compensation
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Posters--Federal
OSHA—It’s the LawEmployee Polygraph Protection ActFair Labor Standards ActEqual Employment Opportunity NoticeDepartment of Justice Notice—Anti-
discrimination
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Posters--Idaho
Workers’ Compensation NoticeIdaho Unemployment InsuranceDiscriminationMinimum Wage
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Safety
For companies with 11 or more employees, make a provision for safety administration
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Separate Recordkeeping Files
Medical records: workers’ compensation claims, exams, and drug and alcohol tests
EEO-1 reports for companies with 100 or more employees
Reference checksImmigration filesThe rest
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Length of Time to Keep Records
I9 Form: 3 yearsPension-related files under ERISA: 6
yearsWage rate tables under the FLSA: 2
yearsRecords detailing exposure to toxic
substances: Employee’s tenure plus 30 years
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Fair Labor Standards Act
OvertimeTime-and-a-halfIndependent contractors
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Independent Contractor Definition20 IRS Rules
Set the hours of work?Dictate the methods by which the task is
to be completed?Pay an hourly wage?Supply materials, tools?Furnish space, telephone secretarial
services?Set fixed geographic limits on the work?
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Independent ContractorsBenefits
Don’t have to pay Social Security, Unemployment Insurance, Workers’ Compensation. Contractor does this on his/her own.
Don’t have to deal with city, state, and federal income taxes. Contractor does this on his/her own.
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Independent Contractor Limitations
Lose employer control of contractorIRS penalties for paying a contractor
when you really have an employee
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Top Twelve Handbook Updates—1. Workplace Violence
Provide employees with reporting opportunities, counseling avenues, and general guidelines on how to act when there is a threat.
Source: Nationalreview.com
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2. Benefits Provisions
Monitor changes in benefits plans—particularly health benefits
Obama Health Care Plan--Employers who choose to offer employees health insurance can receive tax cuts of up to 35% of premiums this year, and up to 50% in 2014. More than 60% of small employers will be eligible for these tax cuts.
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3. Employee Free Choice Act (still a bill)
Make sure to update bulletin board solicitation in the handbook. Ban all outside solicitation to be consistent.
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4. Text Messaging
Texting and DrivingHarassmentRetaliation
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5. Social Networking II--Advantages
NetworkingGoodwillIdea generationCustomer complaints and praiseRecruiting
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5. Social Networking III-Disadvantages
Sexual HarassmentTime Management and ProductivitySecurityPrivacy—Confidential InformationAccuracyDefamationDiscrimination
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6. Location Monitoring
Restrict used of GPS, RFID due to privacy and discrimination concerns
Check http://www.computer.org/portal/web/csdl/proceedings/h#4 for problems and policy statements
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7. Adverse Weather/Other Closings
How affect employee compensation for both exempt and nonexempt employees
H1N1
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8. Family Medical Leave Act
Military Families—Up to 26 weeks of leave to handle injured or ill military member of the family
http://www.slideshare.net/mdibi/ada-fmla-update
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9. Americans with Disabilities Amendments Act of 2008
Eased definitions of handicapped—creates nonexhaustive list
Sitting, bending, caring for oneselfFunctions of the immune system, normal
cell growth, bladder functionsCommon sense standard—not scientifichttp://www.slideshare.net/mdibi/ada-
fmla-update
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10. Respectful Workplace Policy
Jerksatwork.comMybossismichaelscott.comDefining respectful workplace behavior
separate from harassment policies because harassment is illegal and disrespect is not
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11. Genetic Information Nondiscrimination Act
Genetic information should be added to the list of protected classes
Update wellness programs to protect genetic information
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12. Charities and Tax-Exempts
Revised IRS Form 990 asks whether employer has whistleblower, conflicts of interest, and document retention and destruction policies.
Same form asks about executive compensation procedures
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Sample Handbook Statements
Society for HR Management www.shrm.org (have to be a member)
Bureau of National Affairs’ HR Library (http://library.boisestate.edu/indexes/) Have to be on Boise State campus
Federal government page with examples http://www.business.gov/business-law/employment/hiring/employee-handbook.html
Several state examples http://easyemployeehandbook.com/ Nevada Handbook http://dop.nv.gov/emphand.pdf Generic sample http://www.fhba.com/docs/Employee
%20Handbook%20Sample.doc Many university examples
http://www.hr-guide.com/data/023.htm