Your Employee Handbook for Offices

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

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

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 Checklist


Introduction

More 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 affecting

Written 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 the
n 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 Company
n 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 10


Hiring Policies and Practices

From Hiring to Firing This section describes the Company's 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 be
n 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 of
n 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.



Workplace Standards
Specific Version Written This section explains the Company's standards for
the workplace. Each department may have additional
rules. You should ask your manager for any

for 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 Board
n 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 41


Workplace Standards
Your Employees Will This section explains the Company's standards for
the workplace. Each department may have additional

Have 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



will be responsible for all fuel charges, oil changes, tires and washes, and for all setup on

Policies 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 salaried

Difficult Subjects With
employees above). The vehicle operator shall be responsible for all driver violations.

Vehicle Use Allowance

Ease 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 to
n 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



Employee Relations
Help 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 employee's 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.



Employee Conduct
Conduct Guidelines The Company takes great care in its hiring practices
to recruit qualified, professional individuals. It is

Cover 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.



Employee Compensation and Benefits
Anticipate Common Eligible employees receive a wide range of benefits in
addition to their salary. A number of programs

Questions 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 not

n 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 Company's 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 Company's insurance

Your Employee Handbook — Restaurant Version 75


Employee & Workplace Safety
Safety Awareness is a This section explains the Company's 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 Accidents

Your 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, you
n 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.



Companion Forms Help You
Administer the Policies
in Your Employee Handbook

n 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.


Disciplinary Action Form
All 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. 0803


Disciplinary Action Form
All 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 OTHER

n 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 President


Company Name Disciplinary Action Form

All the Forms You Employee Name:
Position:
_____
_____
Date:
Department:
_____
_____

Need to Manage and Type of Warning: Verbal Written Occurrence: 1st 2nd 3rd

Communicate Verbal Warning

Description of Problem: _____
Action Taken: Choose one:
Comments: _____

Written Warning

n 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. 1103


Be in Compliance with Federal
and State Poster Requirements
with the Employer’s Poster Kit

n 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.


Federal Labor/Employment Poster Requirements for
Small Businesses and Other Employers
Details and Supplies There are five federal posters that must be displayed in an area common to all employees. To

Every 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 this
n 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 at
n 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

State Poster Recommendations and Requirements

Details 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 provided

a 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 are

Poster 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 Notice

n 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 Laws

n 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.pdf

Order today at www.YourEmployeeHandbook.com www.YourEmployeeHandbook.com

Equal Employment Opportunity Poster
Complete Instructions on
How 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 Receiving

n 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 veteran's 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

EXECUTIVE ORDER 13201: NOTICE OF EMPLOYEE
RIGHTS CONCERNING PAYMENT OF UNION DUES
Includes the Official PDF BECK-POSTER

Version of Federally- Under Federal law employees cannot
be required to join a union or maintain

NOTICE TO EMPLOYEES
Required Posters U
nder Federal law, employees cannot be required to join a union or maintain
membership in a union to retain their membership in a union in order to retain their jobs. Under certain conditions,

jobs. Employees who are subject to a the law permits a union and an employer to enter into a union-security agreement

requiring employees to pay uniform periodic dues and initiation fees. However,

union security clause and choose not to be employees who are not union members can object to the use of their payments for

certain purposes and can only be required to pay their share of union costs relating

union members may object to the use of to collective bargaining, contract administration, and grievance adjustment.

their compulsory union dues and fees for
If you do not want to pay that portion of dues or fees used to support activities not

related to collective bargaining, contract administration, or grievance adjustment, you

union expenditures that are not related to are entitled to an appropriate reduction in your payment. If you believe that you

have been required to pay dues or fees used in part to support activities not related

representational activities, such as collective to collective bargaining, contract administration, or grievance adjustment, you may be

n Includes a PDF version of the office U.S. bargaining, contract administration and
entitled to a refund and to an appropriate reduction in future payments.

grievance adjustment. Employees who object
agency poster. Just print and post! to paying for non-representational activities
may be entitled to a refund and appropriate
reduction of future payments.

Contractors subject to the Railway Labor
Act use the alternate poster.

To use this file as a poster for your place
of employment, please follow these ENGLISH, LARGE, BW
instructions:
ENGLISH, LARGE, BW, RAILROAD LABOR
1. Click on the link for the poster. ACT CONTRACTORS

2. To print, click on the printer icon within
Acrobat Reader. Your printer must have a
minimum of 1 meg of RAM in order to print
this poster. Print both pages for a large black
white poster.

3. Tape or paste the two printed pages
together to form an 11 x 17 inch poster.

4. The notice must be posted prominently,
where it can be readily seen by employees
and applicants for employment.

70 © 2009 Your Employee Handbook Employer’s Poster Kit

Your Employee Handbook for Offices

Your Employee Handbook for Offices

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