how to write an employee handbook

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How To Write An Employee Handbook

We will begin at 10am Mountain Time

PresenterPresenter

Matthew GilleyPartner, Ford & Harrison

864-699-1143mgilley@fordharrison.com

QuestionsQuestions

• If you have questions during the presentation, please submit them using the “Questions” feature

• Questions will be answered at the end of the webinar

Things We Will AddressThings We Will Address

• Upside and downside to handbooks• Beneficial Policies• “Hot Topics”• Policies that need to be revised or added as a

result of modifications in federal employment law statutes

• “Trendy” policies• General handbook “best-practices” • Common handbook pitfalls to avoid• Keeping handbooks current• “Bricks and Mortar”- distribution

Upside & Downside to HandbooksUpside & Downside to Handbooks

• Upside– Simplicity– Consistency– Litigation

Defense• Downside

– Litigation creation

Particularly Beneficial PoliciesParticularly Beneficial Policies

• FLSA Safe Harbor Policy• Disciplinary Suspensions for Exempt

Employees• Disclaimers Related to Benefit Policies• FMLA Policies• Harassment Policies• Drug Abuse/Drug Free Workplace Policies

“Hot Topics” for Employee Handbooks“Hot Topics” for Employee Handbooks

• Office Romance & Fraternization Policies

• Workplace Violence Policies and Concealed Weapons Policies

• Use of Cell Phones, PDAs, etc.

“Trendy” Policies“Trendy” Policies

• Social networking/blogging

• Red Flags Rule

• Expanded EEO

Statutory Changes Requiring Policy Changes

Statutory Changes Requiring Policy Changes

• Policy updates GINA– Background– The changes– Policy updates

• ADAAA– Background– The changes– Policy updates

Statutory Changes Requiring Policy Changes

Statutory Changes Requiring Policy Changes

• FMLA– Background– The changes– Policy updates

• Department of Defense Appropriations Act of 2010– Background– The changes– Policy updates

Handbook “Best Practices”Handbook “Best Practices”

• At-will language

• Clear and conspicuous disclaimer

• Permissive (not promissory) language

• Flexibility

• Non-discrimination and harassment

• Policies that further the organization’s goals

Handbook Pitfalls to AvoidHandbook Pitfalls to Avoid

• Promissory (not permissive) language

• Too rigorous/detailed

• Arbitrary enforcement

• Failure to update

• Illegal overtime

• Bans on salary discussions

• Criminal background checks

Avoiding Contract ClaimsAvoiding Contract Claims

• Use of appropriate discretionary language

• Appropriate use of disclaimers

• Awareness of the legal standards in each state

Keeping Handbooks CurrentKeeping Handbooks Current

• Periodically compare handbook to reality

• Note – and react – when the handbook interferes with operations

• Review whether particular policies have led to complaints, charges or lawsuits

• Are all of the policies necessary? (e.g., FMLA)

“Bricks & Mortar”“Bricks & Mortar”

• Multiple options for publishing the handbook:– Booklet– Loose-leaf binder– Electronically– No handbook at all

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Questions and AnswersQuestions and Answers

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QUESTIONS?

Contact InformationContact Information

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The recorded webinar and presentation slides will be emailed to you today including your local representative’s contact information.

Mathew GilleyPartner, Ford & Harrison

864-699-1143mgilley@fordharrison.com

www.kpaonline.com

bross@kpaonline.com

866-356-1735