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| May 2004 | The
Monthly Newspaper of the NYSSCPA |
Vol.
7, No.8 |
The Employee Handbook
A Road Map to Keep Your Company Moving in the Right Direction
By Patricia Lawrence, Human Resources Manager
It is in the best interest of every employer to have an employee handbook or other written document that outlines the policies, procedures and rules that steer a company in its day-to-day operations.
To Have or Have Not
An employer that chooses not to have a handbook can be walking into a minefield. Without an employee handbook, departments may create and apply unwritten rules on a whim. This could lead to inconsistent treatment of employees and low morale and create a breeding ground for employment discrimination complaints or even force employees to join a union.
The employee handbook is one of the most valuable documents a CPA firm, organization or company could have on its bookshelf. It lays down the rules of the road so all employees can move in the right direction while using the same map to get there. A handbook familiarizes employees with the benefits and policies of the organization and provides guidance on what can be expected from both the employee and the employer.
Compile and Publish
Everything that affects the employment relationship must be stated in the handbook. Consider including polices for at-will employment; equal employment opportunity; discrimination and harassment; anti-nepotism; disability and reasonable accommodation; outside employment and conflicts of interest; classification of employment; vacation, sick and personal time off; family, medical and other disability leave; insurance and retirement plans; complaint resolution procedure; training programs; and separation from employment.
Formally communicate these polices to employees in a manner they can understand, in addition to printing them in the employee handbook. This is crucial to implementing the policies. Using department or staff meetings to communicate policies to employees is an effective forum since it provides an opportunity for employees to ask questions face to face.
An employee handbook can reduce employer liability in relation to compliance with federal and state laws, prevention of discrimination and equal treatment of employees. Distributing a handbook and getting signed acknowledgements from employees indicating they have received and read the policies not only confirms notice to employees but also helps remove employers from the line of fire in the event of a lawsuit.
