Small Business Policy Writing Pt 2: HR
Janelle and Trey sat down to have a conversation about writing policies when it comes to HR. In a short transcribed video, they discuss a variety of topics. The conversation has been lightly edited. If you would like to watch the video instead you can view it here: https://youtu.be/mICudqavH3M
Janelle Chapa: Overall, an employee handbook should serve as a comprehensive guide that outlines an organizations, policies, procedures, expectations, and benefits for its employees An employee handbook serves as a protective measure for both the employer and the employee at clear guidance partners. We believe that five things should be included in the handbook. Those include:
time off
disciplinary procedures
harassment and complaint procedures
confidential information handling
payroll
Paid Time Off: For time off, there should be a PTO policy. What does this PTO policy cover? Does it include sick time, bereavement leave, and jury duty leave? Specifically, what is the accrual schedule for PTO? Or is it a flat amount for the accrual schedule? Does it go up as tenure increases or does it remain the same for all? Additionally, is there a maximum amount of hours that can be accrued? For example, if an employee reaches 120 hours halfway through the year, does this employee need to take time off to begin accruing once again? Is there an amount of PTO that rolls over from the previous year into the next year? Lastly, what is the PTO payout upon separation? Is there a certain amount that is paid out? Is there a maximum amount that is paid out? Is the employee's full amount upon separation, or does the employee not get any kind of payout upon separation?
Disciplinary Procedures: The organization should state the expectations regarding their standards of behavior and performance, They should be able to say exactly what their expectations are, and if this is not followed, they should also state the disciplinary action that will be given. Will they follow a progressive discipline, or is there a structured approach that is taken? They should also state that they have the right to administer discipline as they see fit, though the discipline should always be just and non-discriminatory.
Harassment and Complaint Procedures: This procedure and policy should state the definition of harassment. This should include unlawful harassment and sexual harassment. Following this, the organization should always state an anti-retaliation policy. If an employee comes to a supervisor, management or the company in general with a complaint, there should be no kind of retaliation given to this employee. Additionally, what is the complaint procedure? Who should this employee inform and how will the complaint be handled after the complaint is filed?
Confidential Information Handling: This policy should define what exactly confidential information means to the organization. Next, the policy should mention what disciplinary action, whether that is up to termination or if the organization may choose to seek legal action. What disciplinary action will be taken if an employee improperly uses or discloses confidential information?
Payroll: What is the work week and hours of work? What are the hours of work? Is it eight to five? 8:30 to 5:30? This should be included in the policy. Additionally, the days that the work week starts and ends should be included. So if the work week starts on Sunday and ends on Saturday, this should be included. All of this information is very important to allow employees to calculate over time. Additionally, this policy should say when the paydays are, and in accordance with this if nonexempt employees complete timesheets, the policy should state when timesheets are due. This policy should also include how overtime is calculated and when it will be paid out.
Trey Hiller: Sweet, if you’re watching this and need help writing an HR policy, reviewing your policy it anything when it comes to HR, please don't hesitate to reach out to us.
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