As we enter 2016, it’s time to update your employee handbook. Every company needs an employee handbook that not only informs your employees of your company’s policies, but also provides you with protection against potential employee lawsuits and other complaints.

An up-to-date employee handbook specific to your company provides a compelling line of defense to minimize both litigation and liability. Consider it the rulebook for your company. It should be detailed and contain specific information on everything from payroll, drugs and alcohol, to attendance, vacation and all other policies including any federal, state or industry regulations you must comply with.

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Training and Review

Equally important is that you make sure your employees are aware of your policies and that you review your policies every year. Give employees a copy of your handbook upon hiring them and have them sign an acknowledgement that it was received. Make sure you follow your policies consistently.

10 Things to Include

Here are 10 things that should be included in your employee handbook.

1. Employees should be advised that their employment is at-will and can be terminated at any time, for any reason, or for no reason. Not including this may lead an employee to believe that they can only be terminated for cause.
2. Your employee handbook should specifically state that your policies comply with all legislation, federal, state and local government laws, including any classes protected by law, such as sexual orientation and race.
3. Your handbook should state that you will not tolerate sexual and other types of harassment or bullying. Also include your processes for an employee to report complaints of harassment and misconduct and let employees know that there will be no retaliation for a complaint unless it is filed maliciously and is without merit.
4. Make sure you include policies covering your rules on electronic communication, including emails, phone calls, social media, etc. Employees should also be told that company-supplied technology such as laptops and cell phones could be monitored.
5. An employee handbook is a document that allows employees to learn your company policies and procedures and should contain a statement that says “This handbook is not a contract and is subject to change and modification at any time.” Add this in the introduction section and, where appropriate, throughout the handbook.
6. The Family Medical Leave Act (FMLA) requires companies that have 50 or more employees within a 75-mile radius to grant employees unpaid leave for up to 12 weeks a year for certain medical or family care reasons. If your company is covered by the FMLA, make sure you properly state the terms under which leave will be granted, including eligibility requirements, leave request procedures and guidelines for when employees return to work.
7. Your handbook should state your attendance and overtime policies, procedures for approving overtime work, absence policies, vacation policies, etc.
8. Your handbook must also include a drug and alcohol abuse policy that covers both work hours and any use outside of work that impacts your workplace. A prevention policy should clearly prohibit the use of drugs and alcohol in the workplace and company events, as well as have a clause to prevent employees who are impaired from entering the workplace.
9. In this day and age, having a workplace violence policy is essential. You need a policy that states that you do not tolerate violence or threats of violence under any circumstances.  The policy must clearly identify what is considered inappropriate behavior in the workplace and at company events. You may also include a weapons policy which defines weapons and includes a clause such as “no weapons allowed on premises, in the parking lot, etc.”
10. Lastly, you must also include a progressive disciplinary policy in your employee handbook to protect your company from claims of discrimination by employees who try to claim discriminatory or uneven disciplinary rules. This policy should not limit your ability to apply appropriate disciplinary measures as most disciplinary issues are not identical. You should reserve the right to administer any level of appropriate discipline when an employee’s conduct merits it.

Employee handbooks are for companies of all sizes. State and federal laws apply to your business whether you have one employee or thousands of employees. A handbook addresses potential issues and outlines your company’s procedures to resolve them. And, anytime you review or revise your employee handbook, be sure to have legal counsel review your policies to make sure your company is protected.