Employee handbook template.docx

Employee handbook template.docx

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Employeehandbooktemplate

Employeehandbooktemplate

Tableofcontents

1.INTRODUCTION

•Welcomefromleadershipteam

•Informationabouttheorganisation

•Mission/values

•Strategicplan

•Organisationalchartandnationalstructure

2.JOININGTHEORGANISATION

•Signingup–formstocomplete

•Workinghours

•Accesstobuilding/carparking

•BusinessCards

•Dresscode

3.REMUNERATIONANDBENEFITS

•Salaryandwagepayments

•Salaryreviewprocess

•Salarydeductions

•Timeinlieupolicy

4.TRAVELPOLICY（withinNZandoverseas）

•Authorisationandbookings

•Useofcreditcards

•Expensereimbursement

•Personaleffects/insurance

5.VEHICLEPOLICY

•Useofcompanycars

•Useofowncar–reimbursement

6.PERFORMANCEDEVELOPMENT

•Annualappraisalprocess

•PerformanceDevelopmentPlan

•Competencies

•Traininganddevelopment–studysupport

7.CODEOFCONDUCT

•Conflictofinterest

•Confidentiality

•Copyrightandprotectionofintellectualproperty

•Dealingwithmedia/givinginterviews

•Privacyrelatingtotreatmentofpersonalinformation

8.DISCIPLINARYPROCEDURES

•Disciplinaryaction

•Resolvingemploymentrelationshipproblems

9.EMPLOYMENTRELATEDPOLICIES

•Equalemploymentopportunity（EEO）

•Discriminationandharassment

•Healthandsafety

•Parentalleave

•Smokingintheworkplace

•Abandonmentofemployment

•Alcoholanddrugs

•Internet/email/phoneusage

•Communityservicesleave–volunteeringinourcommunity

•Juryservice

10.LEAVINGPROCEDURES

•Returnofcompanyproperty

•ExitInterviews

•Employeereferences

11.SPORTSSPECIFICPOLICIES

Anareadedicatedtosportspecificissues（ieprocesstofollowintheeventofemergencywhileathletesareabroad）

1.INTRODUCTION

•Welcomefromtheleadershipteam

Insertwelcomenotesfromtheleadershipteamhere（CEO/Chairperson）.YoumayliketoincludeanoverviewofhowtheBoardisformed,theirgovernanceroleandthevalueoftheManagement/Boardrelationship.

•Informationabouttheorganisation

Insertinformationregardingthehistoryoftheorganisation.Itishelpfulfornewemployeestounderstandwheretheorganisationhascomefrominorderforthemtoconnectwiththenextphasewhichtheywillbepartof.

•Mission/values

Inserttheorganisation’smissionstatement,visionandvaluesoftheorganisation.ThiswillmostlikelycomefromtheStrategicPlan.

•Strategicplan

Selectkeypointsfromthecurrentstrategicplanandinserthere.IdentifytheperiodoftimethattheStrategicplancovers.YoumaywishtoincludetheprogressthatyouhavemadeorhowtheStrategicplanwasset.

•Organisationalchartandnationalstructure

Insertacurrentorganisationchart.Dependingonthesizeofyourorganisationoramountofemployeeturnoverwilldetermineifyouincludenamesadjacenttothejobrole.Itwillbehelpfultoseehowyourorganisationfitswiththesportacrossthecountry（diagramsareaneffectivewaytodemonstratethis）.

2.JOININGTHEORGANISATION

•Signingup–formstocomplete

Listtheformsthatneedtobesignedattheoutsetoftheemploymentrelationship.

Advisethattheymustbecompletedassoonaspossibleandreturnedtotherelevantmanagerinorderthattheirsalarymaybepaid.Theformsmayinclude:

•personalandbankaccountdetails;

•completedIR33taxform;

•emergencyinformationform;and

•declarationagreeingtoemploymenttermsandconditions.

•Workinghours

Includeastatementregardingyourpolicyonworkinghours.Itmayfollowtheselines:

“{Organisationname}’snormalofficehoursarefrom{am}to{pm}withanhourtakenforlunchatanagreedtime.Theremaybetimeswhenyouarerequiredtoworkoutsidethesehours.Overtimepaymentsarenotpaidunlessspecifiedinanindividualemploymentagreement.Yourworkinghoursmaybevariedfromtimetotimebymutualagreement.”

•Accesstobuilding/carparking

Outlinehereyourorganisation’sapproachtoaccessingthebuildingbothduringandoutsideofficehours.Thismayincludeuseofrelevantkeysand/oraccesscards,aswellassecuritysystems/alarms.Ifacarparkisincludedaspartofanemployee’spackagethenyoucouldalsodocumentheretheprocedureforaccessingthecarparkduringandoutofofficehours,ifappropriate.

•Dresscode

Thissectionallowsyoutoclearlyoutlinetoyouremployeeshowyouexpectthemtodressforwork,bothateventsandintheofficeenvironment.Forexample:

“{Organisationname}operatesasmartcasualdresspolicy.Thismeansthatweexpectthatallemployeesdressinaneatmannerappropriateto:

•theworktheyaredoing;

•theclientstheyaredealingwith;and

•whatistypicalwithin{organisationname}’sculture.

Theoverridingconsiderationisthatyoulooksmartandprofessionalatalltimesandthatyoudressappropriatelyfortheoccasion.DressdownFridaysareacceptablepracticewithexceptiontotheabove.”

3.REMUNERATIONANDBENEFITS

•Salaryandwagepayments

Outlinehereyourapproachtopayingemployeesalaries/wages.Thismayfollowthelinesof:

“Thesalaryorwagewhichhasbeenagreedwithyouindividuallywillbeoutlinedinyouremploymentagreementandshouldberegardedasconfidential.Youshouldnotdiscloseyoursalaryorwagestoanyonewithintheorganisationotherthanyourimmediatemanager.Fulldetailsofthebreakdownofyoursalaryorwagepaymentwillbeshownonyourpayslipwhichwillbegiventoyouon,orjustbefore,payday.Yoursalaryorwagesareaccruedthroughoutthemonthandpaidinarrearstwicepermonthonoraroundthe{date}and{date}ofthemonthintoyournominatedbankaccount.”

•Salaryreviewprocess

Provideyouremployeeswithanoutlineofhowsalariesarereviewedinyourorganisation.Thefollowingissuggestedwording:

“Yoursalaryorwagewillbereviewedannuallyin{month}andadjustedinlinewithyourperformance.Thesalaryreviewprocesswilltakeintoaccountyourperformanceinyourrole,marketratesforyouroleand{organisationname}’sabilitytopay.Reviewswillnotnecessarilyleadtoanincrease”.

Ifyourorganisationoffersavariablepaycomponentthenanoutlineofhowthisprocessworkscouldalsobeinsertedinthissection.Suggestedwordingisasfollows:

“Someemployeesareofferedavariableremunerationincentiveaspartoftheirsalarypackage.ThecriteriaisarticulatedinthePerformancePlanandbaseduponachievementofspecificoutputswithintheperiodtowhichitrelates.Theassignedsalarylevelwillbereviewedannuallyfollowingcompletionoftheannualperformancereviewprocess.Thisishowevernoguaranteeofanincreasefollowinganyreview.Anypotentialincreasewillbedependentonyourassessedperformanceand{organisationname}’seconomicperformance.”

•Salarydeductions

Asarule,youasanemployershouldnotmakedeductionsfromemployees’wages,unless:

•theemployeehasgiventheirwrittenconsent;

•theemployeehasbeenabsentfromworkwithoutyourauthority（youmuststillnotifytheemployeeofthededuction）;

•theemploymentagreementrequiresadeduction（e.g.deductionofunionfees）;

•aCourtdirectsadeductionbemade;or

•theyarerequiredbylaw（e.g.IRD,taxpayment,childsupportetc）.

Thereforeyouremployeehandbookcouldspecifysomethingalongthelinesof:

“Nodeductionswillbemadefromyoursalarywithoutyourauthorisation,exceptfortimelostthroughspecialleave,default,andaccidentorthroughabsenceatyourrequestandwithourconsent”.

•Timeinlieupolicy

Ifyourorganisationdoesnotpayovertime,butrequiresemployeestoworkweekends,thenyoumaywishtoimplementatimeinlieupolicy.Suggestedwordingisasfollows:

“As{organisationname}’sbusinesssometimesfallsoutsidethenormalMondaytoFridayworkingweek,timeinlieumaybeallowedforeverydayofworkundertakenintheweekendsorstatutoryholidaysonbehalfof{organisationname},awayfromtheoffice.TimeinlieuistobeapprovedbytheChiefExecutivebeforetheworkisundertakenandshouldbetakenwithinthequarteritisaccumulated.Timeinlieumaybeaccumulateduptoamaximumof（number）daysonly.Nopaymentwillbemadeforanytimeinlieuonterminationofemployment”.

4.TRAVELPOLICY（withinNZandoverseas）

•Authorisationandbookings

YoumayhaveemployeeswhoarerequiredtotravelbothwithinNZandoverseasaspartoftheirrole.Insertinformationhereaboutwhoisresponsibleforauthorisingandbookingtheirtravelandaccommodation.Youcouldalsodetailanypreferredsupplieragreementsthatyouhavewithtravelagents,airlines,accommodationoptionsetc.

•Useofcreditcards

Regardlessofwhetheryouissuecompanycards（orrequireemployeestousetheirownpersonalcreditcard）tomanagetheircompanyrelatedexpenseswhentravelling,youwillneedtogiveclearguidelinesastohowtheycanusethesecards.Thiswillinclude:

•whattheycanpurchasewiththecard（e.g.meals,accommodation,drinks,snacks,transport）andthelimitssetontheseitems;

•whattheycannotpurchasewiththecard（e.g.entertainment,gifts,personalitems）;

•thewayinwhichtheycangainreimbursementforexpenses,includingwhotosubmitexpenserequeststoandtheneedtoprovidepersonalreceipts;

•whocanapproveexpenserequests,andwhetherapprovalisrequiredbeforeorafterspendingoccurs;

•thecreditlimit（companycreditcards）;and

•therequirementtolimittheuseofthecashadvancefacility（asthereisnointerestfreeperiodforcashadvancesoncreditcards）.

•Expensereimbursement

Insertyourorganisation’spolicywithregardtoexpensereimbursementhere.Thisshouldcoverthingslike;

•claimingformeals,snacksanddrinks:

–（youcan