Policy Manual :: Stevenson & Associates, Inc.

Policy Manual

Policy Manual Development

Due to a multitude of federal and state laws, employers are faced with increasing exposure to liability. We all know that compliance is a monumental task, especially with growing governmental regulations. You are at risk if you do not have a current Employee Policy Manual stating your ADA and sexual harassment policies. We will help you take affirmative steps to avoid liability. Once the government comes to your workplace and finds you in non-compliance it is too late. The penalties can force some smaller companies’ right out of business.

How to Get Started

Step One: The process begins by sending all your current policies (if any), for review. We will contact you and discuss the specifics of your company and review any special issues you wish to include in your manual.

Step Two: You will receive your first draft and your office will be contacted to set telephone appointments to discuss each policy and specify the manual to your company.

Step Three: Final changes will be made, effective date chosen, and the manual will be implemented.

The result of this process is a user friendly policy manual which reflects your company policies in a lucid language that your employees can understand and position in logical order making policies easy to find.

Companies, who consistently use their policy manual in all employee interactions, experience an increase in their ability to defend unemployment claims and motivate employees by clear and fair communications.

The policy manual is organized in such a manner as to allow changes without recreating the entire manual. After the policy manual is completed, you will receive a final hard copy and a computer diskette containing the manual.

A Few Samples...

Sample Convenience Store Table of Contents
Law Firm Table of Contents
Sample Policy

1 INTRODUCTION
	Preface
	Welcome Letter
	About First Coast Energy
2 COMPANY POLICIES
	2.1 Equal Employment Opportunity
	2.2 Substance Abuse
	2.3 Drug Testing
	- Employee Agreement Form
	2.4 Harassment/Sexual Harassment
	2.5 Life Threatening Illnesses
	2.6 Tobacco Usage
	2.7 Company Manual
	2.8 Contractual Agreement
3 EMPLOYMENT REGULATIONSAND POLICIES
	3.1 Orientation
	3.2 Training Period
	3.3 Personnel Information
	3.4 Secondary Employment
	3.5 Termination of Employment
	3.6 Complaint & Problem Solving Procedures
	- Employee Complaint & Problem Solving Form
	3.7 Employment Procedures
	3.8 Employment of Relatives
	3.9 Rehire of Former Employees
	3.10 Employment of Minors
	3.11 Immigration Reform and Control Act
	- I-9 Form
	3.12 Performance Evaluations/Anniversary Date
	3.13 Corrective and Disciplinary Procedures
	- Disciplinary Action Form
	3.14 Progressive Discipline
	- Notice of Written Warning Form
	3.15 Bulletin Board
4 FINANCIAL COMPENSATION
	4.1 How Payment is Made and When
	- Deduction Authorization
	4.2 Overtime Compensation for Hourly Employees
	- Overtime Report
	4.3 Compensation Plan
5 EMPLOYMENT BENEFITS
	5.1 Employee Classification
	5.2 Company Insurance
	5.3 Sick Leave - Full Time Employees
	5.4 Long Term Leave Without Pay
	5.5 Vacation
	- Vacation Request Form
	5.6 Holidays
	5.7 Family & Medical Leave

	- Certification of Health Care Provider
	- Employer Response to Employee Request for Family or Medical Leave
	- Medical Release to Work

	5.8 Funeral
	5.9 Jury Duty
	5.10 Military
	5.11 Time off for Voting
6 OPERATING POLICIES
	6.1 Business Hours
	- Corporate
	- Stores
	6.2 Computerized Timekeeping
	6.3 Absenteeism and Tardiness
	6.4 Meal and Break Periods
	- Corporate
	- Store
	6.5 Release of Company Information
	6.6 Dress Code/Uniform Requirements
	- Corporate
	- Stores
	- Uniform Agreement Form
	6.7 Facility Appearance
	- Corporate
	- Stores
	6.8 Care of Company Equipment
	6.9 Telephone Procedures
	6.10 Completion of Paperwork
	6.11 Professional Conduct
	6.12 Gifts / Gratuities
	6.13 Employee/Customer Parking
	6.14 Mail/Notice Receipt
	6.15 Employee Purchases
	6.16 Visitors/Off-Duty Employees
	- Corporate
	- Stores
	6.17 Contributions and Solicitations
	6.18 Staff and Company Sponsored Meetings
	6.19 Employee Arrest
	6.20 Travel Expenses
7 OPERATIONAL RULE
	7.1 Alcoholic Beverage Regulations
	7.2 Tobacco Regulations
	7.3 Pep Pills / Non-Alcoholic Beverages,
	Mint Snuff
	7.4 Lotto / Lottery Ticket Sales
	7.5 Paid Outs, Voids and Refunds
	7.6 Cash Audits
	7.7 Cash Handling--Overs/Shorts
	7.8 Checking Out
	7.9 Cash Drop Procedures
	7.10 Bulletin
	7.11 Customer Relations
	7.12 Method of Payment
	7.13 Vendor Procedures
	7.14 Tank Measurement
	7.15 Fuel
	7.16 Drive Offs
	7.17 Bank Deposits
	7.18 Car Wash
8 SAFETY RULES AND REGULATIONS
	8.1 Store Robbery Deterrence
	8.2 Safety Procedures
	8.3 Accidents or Injuries on the Job
	8.4 Customer Injuries
	8.5 Worker’s Compensation
	- Return to Work Release
	8.6 Crisis Communications
	8.7 Shoplifting
	8.8 Night Shift Closing Duties
	8.9 Violence in the Workplace
	8.10 Gas Handling Regulation
	8.11 OSHA Regulations
9 FORMS
	Policy Manual Acknowledgment
	2.3 Employee Agreement
	3.6 Employee Complaint & Problem Solving Form
	3.11 I-9
	3.13 Disciplinary Action Form
	3.14 Notice of Written Warning
	4.1 Payroll Deduction Authorization
	4.2 Overtime Report
	5.2 Medical Information Form
	5.5 Vacation Request / Leave of Absence
	5.7 Certification of Health Care Provider
	Employer Response to Employee
	Request for Family or Medical Leave
	Medical Release to Work
	6.6 Uniform Agreement Form

1 INTRODUCTION
	Preface
	Welcome Letter
	Mission Statement
2 COMPANY POLICIES
	2.1 Equal Employment Opportunity
	2.2 Substance Abuse
	2.3 Drug Testing
	2.4 Harassment/Sexual Harassment
	2.5 Life-Threatening Illnesses
	2.6 Tobacco Usage
	2.7 Company Manual
	2.8 Business Ethics
	2.9 Professional Conduct
	2.10 Release of Company Information
	2.11 Client Relations
	2.12 Contractual Agreement
3 EMPLOYMENT REGULATIONS AND POLICIES
	3.1 Orientation
	3.2 Training Period
	3.3 Personnel Information
	3.4 Secondary Employment
	3.5 Termination of Employment
	3.6 Complaint & Problem Solving Procedures
	- Employee Complaint & Problem Solving Form
	3.7 Employment Procedures
	- Employment Application
	- Reference Checking Form
	3.8 Employment of Relatives
	3.9 Rehire of Former Employees
	3.10 Employment of Minors
	3.11 Immigration Reform and Control Act
	3.12 Performance Evaluations/Anniversary Date
	3.13 Corrective and Disciplinary Procedures
	3.14 Bulletin Board
4 FINANCIAL COMPENSATION
	4.1 How Payment is Made and When
	- Deduction Authorization
	4.2 Overtime for Hourly Employees
	- Overtime Report Form
	4.3 Compensation Plan
	4.4 Garnishment and Assignment of Wages
	4.5 Business Expense Reimbursement
5 EMPLOYMENT BENEFITS
	5.1 Employee Classification
	5.2 Company Insurance
	- Cafeteria
	5.3 Sick Leave
	5.4 Vacation
	- Vacation Request Form
	5.5 Holidays
	5.6 Family and Medical Leave Act
	- Medical Release to Work
	- Request for Family Medical Leave
	- Certification of Health Care Provider
	5.7 Bereavement
	5.8 Jury Duty
	5.9 Military
	5.10 Time Off for Voting
	5.11 401 K Plan
	5.12 Educational Assistance
	5.13 Health Center Membership
	5.14 Professional Dues
	5.15 Shareholders Club
6 OPERATING POLICIES
	6.1 Business Hours
	6.2 Timekeeping
	6.3 Absenteeism and Tardiness
	6.4 Inclement Weather
	6.5 Meal and Break Periods
	6.6 Dress Code
	6.7 Office Appearance
	6.8 Care of Company Equipment
	6.9 Telephone Procedures
	6.10 Completion of Paperwork
	6.11 Gifts and Gratuities
	6.12 Employee Parking
	6.13 Mail/Notice Receipt
	6.14 Visitors
	6.15 Contributions and Solicitations
	6.16 Staff and Company Sponsored Meetings
	6.17 Employee Arrest
	6.18 Electronic Communications
7 EMERGENCY & SAFETY PROCEDURES
	7.1 Safety Procedures
	7.2 Accidents or Injuries on the Job
	- Drug Testing
	7.3 Client Injuries
	7.4 Workers’ Compensation
	- Return to Work Release
	7.5 Violence in the Workplace
	7.6 Security
8 FORMS
	8.1 Policy Manual Acknowledgment
	8.2 Company Policy Forms
	8.3 Employment Policy Regulation and Policy Forms
	- Employee Complaint & Problem Solving Form
	- Employment Application
	- Reference Checking Form
	- Disciplinary Action Form
	8.4 Financial Compensation Forms
	- Payroll Deduction Authorization
	- Overtime Report Form
	8.5 Employee Benefits Forms
	- Certification of Health Care Provider
	- Medical Release to Work
	8.6 Operating Policy Forms
	8.7 Operation Rules Forms