Your Employee Handbook for Offices

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The authoritative source for small business employee handbooks. Includes editable, customizable Word file for handbook.

Versions for six industries, including Offices, Contractors, Healthcare Providers, Manufacturers, Restaurants and Retailers.

Includes Handbook. Companion Forms, Employer's Poster Kit, Supervisor's Guide, Basic Safety Program and more.

Plus free membership to http://www.YourEmployeeHandbook.com for "Forever Access" to your purchase.

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Your Employee Handbook for Offices

  1. 1. 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
  2. 2. 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
  3. 3. 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 ChecklistOrder today at www.YourEmployeeHandbook.com
  4. 4. IntroductionMore than 135 Policies 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 affectingWritten to the Best your employment. It is your responsibility to read, understand and comply with all provisions of this Handbook.Practices of the HR This entire section is required.Industry 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.n Microsoft Word file you can edit for 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. your own needs. 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.n Guidance on which policies are Gender Pronouns mandatory and which are optional. 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.n Written by experienced human resources consultant. Reviewed by HR attorneys. 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 then Download the files instantly after 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. purchase; get started immediately. 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 Companyn Access to a private web page for president [or other officer] and, except for its policy of employment-at-will, may be amended or cancelled at any time. revisions and updates. 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 10Order today at www.YourEmployeeHandbook.com
  5. 5. Hiring Policies and PracticesFrom Hiring to Firing This section describes the Companys general hiring policies and practices.— There’s a Policy to Use all policies in this section for best practices.Cover Every Need 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. In addition to the job posting, the supervisor [and the president] will review the qualifications of existing employees. Employees with sufficient qualifications will ben Hiring and firing policies keep you in invited to apply for the open position. If no current employee is qualified or is interested, the open position will be advertised compliance with state and federal laws. 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 ofn Covers all federal employment laws. 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 21Order today at www.YourEmployeeHandbook.com
  6. 6. Workplace StandardsSpecific Version Written This section explains the Companys standards for the workplace. Each department may have additional rules. You should ask your manager for anyfor Professional Offices. 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) Bulletin Boardn Extensive research into the needs of An employee bulletin board is located in the [insert location]. Announcements of upcoming events, educational opportunities, special groups visiting or other information of professional, para-professionals and 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 clericla workers. 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)n Office Version contains policies addressing computer use, contract Children in the Office Any office facility can be fascinating to children of all ages. However, some offices, employees, confidentiality, ethics and 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 cellular phone and social media use. 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 41Order today at www.YourEmployeeHandbook.com
  7. 7. Workplace StandardsYour Employees Will This section explains the Companys standards for the workplace. Each department may have additionalHave No Confusion rules. You should ask your supervisor for any additional standards not presented in this Handbook.About Your Policies 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 Bulletin Board An employee bulletin board is located in the [insert location]. Announcements of the “plain-English” writing style — no 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 legalese! 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 41Order today at www.YourEmployeeHandbook.com
  8. 8. will be responsible for all fuel charges, oil changes, tires and washes, and for all setup onPolicies to Handle 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 salariedDifficult Subjects With employees above). The vehicle operator shall be responsible for all driver violations. Vehicle Use AllowanceEase and Dignity 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. [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 ton Sensitive subjects are covered tactfully travel reimbursements.]] and with discretion — from financial Confidential Information issues to security advice and policies. 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 42Order today at www.YourEmployeeHandbook.com
  9. 9. Employee RelationsHelp Managers The Company is committed to providing a rewarding environment to work in cooperation with your co-Communicate with workers. It is our goal that every employee enjoy his work and is comfortable his surroundings.Employees More Use all policies in this section for best practices.Effectively 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.n Clear guidance on how to follow Guidelines for Supervisors  Treat all employees with respect. Yelling, name-calling or threatening actions policy and supervisor’s instructions — or words will not be tolerated.  Do not discuss any aspect of your employees relationship with the Company, the consequences of failure to follow including performance or any personal information, with anyone except the employee or the Company president. them.  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 65Order today at www.YourEmployeeHandbook.com
  10. 10. Employee ConductConduct Guidelines The Company takes great care in its hiring practices to recruit qualified, professional individuals. It isCover All Situations 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 Guidelines The following guidelines will serve as the standard of conduct for all employees: and unacceptable behavior — with a  You will conduct yourself in a professional and respectful manner to all complete disciplinary policy that is fair employees, customers, and visitors.  You will present yourself in a clean and well-groomed manner. Casual dress is to all parties. 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. Your Employee Handbook — Contractors Version 69Order today at www.YourEmployeeHandbook.com
  11. 11. Employee Compensation and BenefitsAnticipate Common Eligible employees receive a wide range of benefits in addition to their salary. A number of programsQuestions by Detailing prescribed by law, such as social security and unemployment, cover all employees. Benefit eligibility is based on employee classification and length of employment.Employee Benefits 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. 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 notn Let your employees know how much eligible for these benefits, but may have other benefits available to them; check with your supervisor for details. you value them with this complete Special Benefits description of the most common benefits Optional (401(k)) — and add your own. 401(k) If you are eligible, you will be given the option to enroll in the Companys 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 Companys insurance Your Employee Handbook — Restaurant Version 75Order today at www.YourEmployeeHandbook.com
  12. 12. Employee & Workplace SafetySafety Awareness is a This section explains the Companys standards for ensuring safety in the workplace.Vital Part of Keeping Use all policies in this section for best practices (other than those indicated as “Optional”).Your Employees and AccidentsYour Company Safe 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 If you are involved in an accident while traveling on business for the Company, youn Safety policies cover most incidents that 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, can occur, and allow for the unexpected. police or other agencies, and will copy the reports to the Company president.n Provides your company with an OSHA- Optional (Boom-Supported Elevated Work Platform) compliant basic safety program, Boom-Supported Elevated Work Platform completed with all forms. 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 59Order today at www.YourEmployeeHandbook.com
  13. 13. Companion Forms Help YouAdminister the Policiesin Your Employee Handbookn 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.Order today at www.YourEmployeeHandbook.com
  14. 14. Disciplinary Action FormAll the Forms You Employee Name: _____________________________________ Date: __________Need to Manage and Position: _____________________________________________ Department: ____________________________________________ Type of Warning: I Occurrence:Communicate VERBAL I WRITTEN I 1ST I 2ND I 3RD Verbal Warning Description of Problem: __________________________________________________________________________________________ _________________________________________________________________________________________________________________ _________________________________________________________________________________________________________________ _________________________________________________________________________________________________________________n Adobe PDF Format — Print these forms Action Taken: I EMPLOYEE WAS REMINDED OF POLICY I EMPLOYEE WAS ADVISED TO CORRECT BEHAVIOR I EMPLOYEE WAS REMINDED OF JOB DUTIES I EMPLOYEE WAS WARNED OF POSSIBLE DISCIPLINARY ACTION on any printer. I 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: I ANOTHER WRITTEN WARNING I SUSPENSION WITHOUT PAY OF ________ DAY(S) I TERMINATION This employee I HAS I HAS NOT been placed on a 90 day probationary period. PDF I have read this form and understand what is expected of me. Employee Signature ___________________________________ Supervisor ______________________________________________ Employee Comments: ___________________________________________________________________________________________ _________________________________________________________________________________________________________________ ______________________________________________________________________________________________ ______________________________________________________________________________________________ Adobe ______________________________________________________________________________________________ Copied to: I Employee I File I Company President © 2003 YOUR EMPLOYEE HANDBOOK DISCIPLINARY ACTION FORM REV. 0803Order today at www.YourEmployeeHandbook.com
  15. 15. Disciplinary Action FormAll the Forms You Employee Name: Date:Need to Manage and Position: Type of Warning: I Department: Occurrence:Communicate VERBAL I WRITTEN I 1ST I 2ND I 3RD Verbal Warning Description of Problem:n Adobe PDF Format — Print these forms Action Taken: I EMPLOYEE WAS REMINDED OF POLICY I EMPLOYEE WAS ADVISED TO CORRECT BEHAVIOR I EMPLOYEE WAS REMINDED OF JOB DUTIES I EMPLOYEE WAS WARNED OF POSSIBLE DISCIPLINARY ACTION on any printer. I OTHERn Adobe PDF Fill-in Format — Fill them Written Warning Description of Problem: in on your computer and print out to your own laser or inkjet printer. Required Solution: The employee will demonstrate improvement by: Date If improvement is not made, the employee may be disciplined with: I ANOTHER WRITTEN WARNING I SUSPENSION WITHOUT PAY OF DAY(S) I TERMINATION This employee I HAS I HAS NOT been placed on a 90 day probationary period. PDF 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 Copied to: I Employee I File I Company PresidentOrder today at www.YourEmployeeHandbook.com
  16. 16. Company Name Disciplinary Action FormAll the Forms You Employee Name: Position: _____ _____ Date: Department: _____ _____Need to Manage and Type of Warning: Verbal Written Occurrence: 1st 2nd 3rdCommunicate Verbal Warning Description of Problem: _____ Action Taken: Choose one: Comments: _____ Written Warningn Adobe PDF Format — Print these forms Description of Problem: _____ Required Solution: _____ on any printer. Employee will demonstrate improvement by: Date _____ If improvement is not made, employee may: Choose one: Days:_____ This employee HAS HAS NOT been placed on a 90-day probationary period.n Adobe PDF Fill-in Format — Fill them in on your computer and print out to Acknowledgements Signed and Agreed: Date: your own laser or inkjet printer. Employee(s):n Microsoft Word Format — Open these Supervisor(s): files and fill them in on your computer, Employee Comments: then print them on your own laser or inkjet printer. Edit, add blanks, change selection boxes or delete sections. © 2003 Your Employee Handbook / Disciplinary Action Form Rev. 1103Order today at www.YourEmployeeHandbook.com
  17. 17. Be in Compliance with Federaland State Poster Requirementswith the Employer’s Poster Kitn 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.Order today at www.YourEmployeeHandbook.com
  18. 18. Federal Labor/Employment Poster Requirements for Small Businesses and Other EmployersDetails and Supplies There are five federal posters that must be displayed in an area common to all employees. ToEvery Federal Poster 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,You’re Required to other posters may be required. See each page for requirements for posting by different types of businesses.Display 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 thisn Provides a complete description of each document. For assistance with these notice requirements, please contact the Office of Small federal posters. 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 atn Includes guidelines for use and active http://www.dol.gov/osbp/sbrefa/poster/matrix.htm or call 1-866-4USA-DOL (1-866-487-2365). links to download FREE from official U.S. EQUAL EMPLOYMENT OPPORTUNITY IS THE LAW VIEW POSTER websites. 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, non- construction 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! © 2009 Your Employee Handbook Employer’s Poster Kit Order today at www.YourEmployeeHandbook.com
  19. 19. State Poster Recommendations and RequirementsDetails and Provides 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 provideda Link to Every State 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 arePoster You’re subject to change without notice. Source: Individual state web sites.Required to Display FEdERALPOSTERS (* REqUIRED) Employee PolygraphNotice * Equal Employment Opportunity Family and Medical Leave Act Federal Minimum Wage * Federal OSHA “It’s the Law” *n Lists each poster required by all INSDiscrimination Dept. of Justice) IRSWithholding Notice 50 states. IRSEarned Income Credit Notice Payday Noticen Details which businesses are required ALABAMA to display posters. State Recommended and Required (*) Posters: State Poster Web Site: dir.alabama.gov/docs/doc_type.aspx?id=2 Child Labor Lawsn Includes active links to download Recommended; required for all employers who employ minors under 18. Direct links to posters: Hours http://www.alalabor.state.al.us/PDFs/AlabamaChildLaborPoster.pdf FREE copies of each poster. Hours, Spanish Construction http://www.alalabor.state.al.us/posters/spanishChild%20Labor.pdf http://www.alalabor.state.al.us/images/CHILD_LABOR_POSTERS/poster.construction01.pdf General http://www.alalabor.state.al.us/images/CHILD_LABOR_POSTERS/Youth%20Rules%20Poster.pdf Contact: Alabama Dept. of Labor, Child Labor Office, 100 N.Union St., Montgomery, AL 36130; 334-242-3460;n The official PDF files are also included Notice to Employees Injury http://www.alalabor.state.al.us/CHILD_LABOR.htm on the CD-ROM version you receive Direct link to poster: Contact: http://www.riskmgt.state.al.us/PDFs/JULY_04_FORMS/SEITCF_Form_6.pdf Alabama Dept. of Finance, Div. of Risk Management, 777 S. Lawrence St., Montgomery, AL 36131, 334-223-6120; www.riskmgt.state.al.us in the mail. 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 36131- 0378, 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.pdfOrder today at www.YourEmployeeHandbook.com www.YourEmployeeHandbook.com
  20. 20. Equal Employment Opportunity PosterComplete Instructions onHow to Use and Display Every employer covered by the non-Each Poster discrimination and EEO laws is required to post on its premises the poster, “Equal Employers Holding Federal Contracts or Equal Employment Opportunity is THE LAW Private Employment, State and Local Governments, Educational Institutions, performing substantially equal work, in jobs that require equal skill, effort and responsibility under similar working conditions, in the same Subcontracts Employment Agencies and establishment. Employment Opportunity is the Law.” The Labor Organizations Applicants to and employees of RETALIATION companies with a Federal government Applicants to and employees of Retaliation is prohibited against a person who files a contract or subcontract are most private employers, state charge of discrimination, participates in a protected under the following and local governments, discrimination proceeding, or otherwise opposes notice provides information concerning the Federal authorities: educational institutions, discrimination under these Federal laws. employment agencies RACE, COLOR, RELIGION, and labor organizations are If you believe that you have been discriminated SEX, NATIONAL ORIGIN protected under the following against under any of the above laws, and to ensure Federal laws: that you meet strict procedural timelines to preserve laws and procedures for filing complaints Executive Order 11246, as amended, the ability of EEOC to investigate your complaint and prohibits job discrimination on the RACE, COLOR, RELIGION, to protect your right to file a private lawsuit, you basis of race, color, religion, sex or SEX, NATIONAL ORIGIN should immediately contact: national origin, and requires affirmative action to ensure equality of Title VII of the Civil Rights Act of The U.S. Equal Employment Opportunity of violations of the laws with the Office opportunity in all aspects of 1964, as amended, prohibits Commission (EEOC), Washington, DC 20507 or an employment. discrimination in hiring, EEOC field office by calling toll free (1-800) 669- promotion, discharge, pay, fringe 4000. For individuals with hearing impairments, INDIVIDUALS WITH benefits, job training, EEOC’s toll free TTY number is 1-800 669-6820. DISABILITIES classification, referral, and other of Federal Contract Compliance Programs aspects of employment, on the Programs or Activities Receivingn Separate pages focus on each individual Section 503 of the Rehabilitation Act basis of race, color, religion, sex Federal Financial Assistance of 1973, as amended, prohibits job (including pregnancy and sexual discrimination because of disability harassment) or national origin. RACE, COLOR, SEX, NATIONAL ORIGIN and requires affirmative action to Religious discrimination includes OFCCP). employ and advance in employment failing to reasonably In addition to the protection of Title VII of the Civil qualified individuals with disabilities accommodate an employee’s Rights Act of 1964, as amended, Title VI of the Civil who, with reasonable accommodation, religious practices where the Rights Act prohibits discrimination on the basis of can perform the essential functions accommodation does not impose race, color or national origin in programs or activities of a job. undue hardship. federal poster, with complete details for receiving Federal financial assistance. Employment discrimination is covered by Title VI if the primary VIETNAM ERA, SPECIAL DISABILITY objective of the financial assistance is provision of DISABLED, RECENTLY Title I and Title V of the employment, or where employment discrimination SEPARATED, AND OTHER To use this file as a poster for your place Americans with Disabilities Act of causes or may cause discrimination in providing PROTECTED VETERANS 1990 (ADA), as amended, services under such programs. protect qualified applicants and The Vietnam Era Veterans’ Readjustment employees with disabilities from Title IX of the Education Amendments of 1972 Assistance Act of 1974, as amended, 38 U.S.C., discrimination in hiring, prohibits employment discrimination on the basis of use, plus handy links to the poster page. of employment, please follow these 4212, prohibits job discrimination and requires promotion, discharge, pay, job sex in educational programs or activities which affirmative action to employ and advance in training, fringe benefits, receive Federal assistance. employment qualified Vietnam era veterans, qualified classification, referral, and other special disabled veterans, recently separated aspects of employment on the INDIVIDUALS WITH DISABILITIES veterans, and other protected veterans. A recently basis of disability. instructions: separated veteran is any veteran during the three- Section, 504 of the Rehabilitation Act of 1973, as year period beginning on the date of such veterans The law also requires that amended, prohibits employment discrimination on discharge or release from active duty in the U.S. covered entities provide qualified the basis of disability in any program or activity which military, ground, naval or air service. applicants and employees with receives Federal financial assistance in the federal disabilities with reasonable government, public or private agency. accommodations, unless such Discrimination is prohibited in all aspects of accommodations would impose employment against persons with disabilities who, RETALIATION an undue hardship on the with or without reasonable accommodation, can Retaliation is prohibited against a person who files a employer. perform the essential functions of a job. 1. Click on the link for the poster. charge of discrimination, participates in an OFCCP proceeding, or otherwise opposes discrimination AGE If you believe you have been discriminated against in under these Federal laws. a program of any institution which receives Federal The Age Discrimination in assistance, you should contact immediately the Employment Act of 1967, as Any person who believes a contractor has violated Federal agency providing such assistance. amended, protects applicants its nondiscrimination or affirmative action obligations and employees 40 years of age under the authorities above should contact or older from discrimination on immediately: Publication OFCCP 1420 the basis of age in hiring, Revised August 2008 2. To print, click on the printer icon within promotion, discharge, The Office of Federal Contract Compliance compensation, terms, conditions Programs (OFCCP), Employment Standards or privileges of employment. Administration, U.S. Department of Labor, 200 Constitution Avenue, N.W., Washington, DC 20210, SEX (WAGES) (202) 693-0101 or call an OFCCP regional or district Acrobat Reader. Your printer must have a 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. 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 minimum of 1 meg of RAM in order to print discrimination in payment of wages to women and men this poster. 3. The notice must be posted prominently, ENGLISH, LARGE, COLOR where it can be readily seen by employees, applicants for employment, and representatives of labor organizations with which there is a collective bargaining agreement.Order today at www.YourEmployeeHandbook.com 60 © 2009 Your Employee Handbook Employer’s Poster Kit

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