EMPLOYEE HANDBOOK DEVELOPMENT CHECKLIST

Transcription

1 EPLYEE HANDBK DEVELPENT CHECKLIST I. Background Information Name of Individual Completing Checklist: Name of rganization: Contact Name: Phone: (For policy clarification, discussion, etc.) E-ail Address: Union epresentation How many bargaining units: Number of employees: Copyright by Scott D. acdonald. All rights reserved. ay not be reproduced without the permission of the author.

2 II. Introductory aterial * Include in YES N Welcome by Superintendent Welcome by Chief Human esources Administrator Introductory Disclaimer Statements ission Statement (Provide) rganization Philosophy/What Employees Can Expect/ur Working elationship rganizational Chart For Central ffice Administration Description of rganization, History, Programs, Divisions Departments, ETC. * = andatory = ecommended = ptional III. Employment Policies and Procedures Note: Some policies will be included in the Employee and/or the Supervisory/Personnel Procedures anual, while others will be simply referenced. YES N Policy on Physical Examinations: Pre-Employment During Employment Drug Test Statement on Verification of Eligibility to Work in the United States Policy on Family and edical Leave (FLA) Policy on Equal Employment pportunity Policy on Affirmative Action Policy on Employees with Disabilities/Job Accommodations 2

3 YES N Policy on Workplace Harassment (including Sexual Harassment) and Accompanying Complaint Procedure Policy on utside Employment? Policy on Nepotism/Hiring of elatives? Policy on Personal/omantic elationships in the Workplace Public Trust HIPAA Employee esponsibilities/workplace ules/infractions/discipline Policy on Use of Computer Network Systems, Internet and e- mail, Social Networking Internal Complaint Procedure, requirement that complaints be in writing ules regarding seniority, vacancies, transfers Introductory Period? Duration: eward for referring new employee? ther (please list) 3

4 IV. Hours of Work and Pay: Non-exempt Employees Note: Wherever applicable, please indicate where differences apply based upon job classification. Please provide a list of all job classifications, along with job descriptions for each. YES N General ules: Statement about classifications of employees, exempt/nonexempt status and reference to job descriptions. eference to rules governing hours of work and overtime compensation, shift differentials. Definition of Work Week: Begins: at Ends: at Second Shift: Begins: at Ends: at How is recording of work time recorded? Handwritten timesheet (provide) Electronic/Computer submission Time clock ules for completing timesheets or logging in and out of work Statement regarding receiving permission to alter regular work schedule, work additional time, or work overtime Is compensatory time available in lieu of overtime? Yes No Depends on classification How is attendance tracked (i.e., timesheet, computer, calling system)? ules for reporting to work during inclement weather ethod and Time of Payment: egular Payday. How long is pay period? Week(s) If there is an error in a paycheck, when is the adjustment made? Payroll Deductions (list) Direct Deposit available? If employee fails to submit timesheet by due date, is employee paid anyway? 4

5 YES N Will paycheck be released to another employee or relative if employee authorizes? Contact for employees with questions about payroll issues: eal Periods and Breaks: Scheduled meal periods? Depends on classification Are employees paid for meal period time? Depends on classification Are employees free to leave the premises during meal breaks? Are employees required to log out/in for meal periods? Depends on classification Are there formal breaks in addition to meal breaks? Depends on classification Availability of Alternative Work Schedules Do you permit employees to work at home? Depends on classification Do you permit employees to work a flexible schedule? Depends on classification Do you permit employees to work a compressed schedule? Depends on classification Do you permit employees to job share? Depends on classification Part-time and Temporary Employees Part-time employees? Temporary employees? 5

6 V. Employee Benefits A. Health and Welfare YES N eference employee benefit provisions, premium cost sharing, CBA. provisions, etc. Health Care Plan Types: a. edical: Provider: Self-Insured? b. Dental: Provider: Self-Insured? Yes No c. Prescription Drug: Provider Self-Insured? Short-term Disability Insurance Plan? Depends on Classification Amount of coverage? Start of benefit? Duration of benefits? Does employee contribute to cost? Long-term Disability Insurance Plan? Depends on Classification Amount of coverage? Start of benefit? Duration of benefits? Does employee contribute to cost? Life Insurance? Depends on Classification Wellness Plan? edical Savings Account "Thrift Plan? Section 125 (Cafeteria) Plan? Plans Included: Employee Assistance Program? Eligibility requirements for receipt of benefits Paid leave: Immediately After Days Group insurance: Immediately After Days Pension/Profit sharing Immediately After Days 6

7 B. Holidays YES N List of holidays on which business is closed (annual change) List of holidays on which employees receive paid day off Effect of holiday falling on non-working day: Prior/Next Day ff No additional time given C. Paid Vacation (Non-exempt Employees) YES N Is paid vacation accrued monthly or available at the start of the relevant year? Length of Vacation available per employee per year based upon length of service What is the relevant year for purposes of vacation determination? Fiscal Year Employee s anniversary date Can vacation be accumulated i.e., carried over? aximum? days Can vacation be taken in increments of a: Half day? Quarter day? Hourly? Is additional time given if illness occurs during vacation? Notice equirements for Vacation Leave: days/weeks Is unused accrued paid vacation leave paid upon: etirement? esignation? Termination? 7

8 D. Paid Sick Leave YES N Is there paid sick leave? Number of days per year: accrued monthly or available at the start of the relevant year? What is the relevant year for purposes of sick leave determination? Fiscal Year Employee s anniversary date Can sick leave be accumulated i.e., carried over? aximum? days Can sick leave be taken in increments of a: full day? Half day? Quarter day? Hourly? Is a medical certification required? After days. Is accrued paid sick leave available to use for purposes other than personal illness or medical appointments? Family Illness? ther? equirement of medical certification documenting illness after consecutive calendar days of absence equirement of medical certification for return to work after absence of consecutive calendar days of absence Is there a sick leave bank? E. Personal Business Leave YES N Is personal business leave available? Number of days per year: ust a reason be given in order to take personal leave? Can such leave be taken in increments of a: Half day? Quarter day? Hourly? 8

9 F. Bereavement/Funeral Leave, Jury Duty/Witness Leave, eligious Holiday Leave, Etc. YES N Is bereavement/funeral leave available? Number of days per year: Limited to immediate family? (List) Is jury duty paid in full amount? educed by Jury Pay Number of days pay will be continued Are employees given paid time off to vote? ther short-term paid leave? What benefits are available to part-time employees? None Paid Vacation/sick leave/holidays Pension/Profit Sharing Group Insurance ther (list): G. ther Types of Long-term Unpaid Leave Available YES N Unpaid educational leave? Unpaid disability/medical leave for self? (beyond FLA 12- week period)? Unpaid medical leave for family? (beyond FLA 12-week period? Unpaid personal leave Unpaid sabbatical leave ther unpaid long-term leaves Is accrued paid leave permitted to be substituted for unpaid leave? Can employees continue insurance coverages when on unpaid leaves? Does seniority continue? Does accrual of paid leave continue? Are employees entitled to reinstatement to: Same position? Equivalent position? Vacant position for which they are qualified? 9

10 H. Uniformed Services Leaves of Absence YES N Pay Arrangements (up to 30 days): Continued at full amount? educed by pay received for service No Pay Pay Arrangements (over 30 days): Continued at full amount? educed by pay received for service No Pay Continuation of Insurances coverages? I. Workers Compensation YES N Statement regarding employee reporting requirements Is workers compensation pay supplemented? Is there a light duty return to work policy? J. etirement YES N Profit Sharing Plan Defined Benefit Plan 403(b) Employee Stock ption Plan Employer atching ther benefits available upon retirement (list): 10

11 VI. Employee Services, ecognition, and Privileges YES N Length of Service Awards Credit Union Sponsored Employee Training Programs Payment for professional development/training Attendance Awards eward and ecognition Program ther VII. Employee esponsibilities YES N Attendance and eporting ut of Work ules for requesting leave, reporting out of work, minimum notice requirements, obtaining permission to leave work during regular working hours; procedure for signing out/in. Is prior written approval required? inimum notice of absence required before start of work? Who should employee contact about absence (e.g. supervisor)? Is there a telephonic or computer-based reporting system? If so, please identify To whom does employee report when coming back from absence? What constitutes "excessive" absenteeism? Is there an absence without notice policy? How many minutes past normal starting time would an employee be considered late? Are employees permitted to leave work with permission only? utside Employment Is there a policy on working another job while being employed with the company? Allowed while on paid leave of absence? Allowed while on paid working time? 11

12 YES N Personnel Files/ecordkeeping Statement on Contents of Personnel ecords Statement on Confidential edical Files Statement on Employee Access to Personnel and edical Files Statement on keeping personnel records up to date ( To properly administer your pay and benefits and in the event of an emergency, it is important that we maintain accurate records for each employee. Please notify should there be a change in any of the following: ) General Information Statement on Fire Protection, ther Emergencies Including Evacuation ule on Solicitation/Distribution Bulletin Boards: List locations(s) Work-related notices only? Statement on Smoking Statement on Drug-Free Workplace, Alcohol in the Workplace Statement on Garnishments (in Payroll Section) Statement of Progressive Discipline, ules of Conduct While at Work Statement on Confidentiality/Proprietary Information/Property VIII. Performance Evaluations YES N Introductory (not probationary) period duration days. Formal rientation Program?. (Need description) Formal Evaluation Process? Please provide Guidelines and Form(s) How long after hiring is the first review? 12

13 IX. Employee Separation YES N esignation notice period requirement? How Long? Exit Interview? Who Conducts? Payment for Unused Leave? nly if Timely Notice Given Not if terminated for cause ther Payments Upon etirement? (please list) Deductions? (please list) Statement on returning company property upon termination of employment ules regarding layoff/recall rights Employees must give written authorization for employer to release information? nly dates of employment and last job held confirmed? 13

14 VII. Items Not Included in This Checklist (List any special items to be included) VIII. Summary and Closing Word Signature for eceipt of Employee 14