Whether you’ve made recent updates to policy, procedures, and programming, or you’re preparing to adapt to forthcoming labor law changes, there are plenty of reasons to update your employee handbook to accurately reflect your organizational practices and remain legally compliant.
In our related articles, we offer tips for developing your first employee handbook and describe how employee handbooks provide an extra layer of legal protection for your organization. Here, we’ll explore some frequently overlooked employee handbook policies and discuss why it might be time to update your handbook.
Policy Updates to Consider
Nearly all organizations were forced to adopt new policies during the COVID-19 pandemic, which impacted not only remote and hybrid work configurations, but also benefits offerings, wellness programming, and adaptations to new legislation that further protects or regulates employees and employers. In the midst of these policy shifts, many organizations lacked the time or resources to update their employee handbook to reflect all of the changes that occurred.
Below, we’ll explore some major policies that may need to be updated (or penned for the first time) within your employee handbook to ensure accuracy and legal protections now and in the future.
Remote, Hybrid, and Flexible Work Policies
Although remote, hybrid, and flexible work arrangements can be an attractive recruitment and hiring incentives, it’s essential for organizations to understand the federal, multistate, state, and municipal policies that apply to their employees and organization when working with remote employees. This becomes particularly important when hiring or retaining employees who are out-of-state or when an organization expands to new jurisdictions with distinct policies regarding wages, paid sick leave, and more. That’s why seeking expert guidance regarding legal compliance and HR best practices is a must for any organization adopting policy changes or extending its scale of operations.
Your employee handbook should articulate a remote work policy that outlines the application and approval process for employees seeking to work remotely, as well as performance and communication expectations. It should also clarify that remote work may not be possible for all positions within the company and a remote or hybrid work configuration is not a guaranteed entitlement for any employee.
Wage, Hour, and Overtime Policies
The unique work configurations we’ve just outlined can make it difficult for employers to manage non-exempt employees’ work hours. This is one of many reasons to use a streamlined timekeeping and payroll software that allows employees to report their hours accurately, request approval for overtime, and enjoy transparent access to time and pay records that centralize employee information. It’s also essential for employers to speak with HR professionals regarding Department of Labor (DOL) and Fair Labor Standards Act (FLSA) regulations as it relates to the reimbursement of telecommunication and home expenses for non-exempt employees before communicating employee rights in the employee handbook.
Broadly speaking, your employee handbook should prohibit working off the clock and provide a clear pathway (contact information and protocols) for employees to contact a designated individual or department in the event of a pay, timekeeping, or overtime complaint. The handbook should also state that employees who lodge complaints regarding pay, timekeeping, or overtime will not be subject to retaliation by the employer.
Wellness and Mental Health Policies
In light of the challenges the COVID-19 pandemic presented, many employers have significantly upgraded their healthcare policies, including employee wellness benefits and policies. Whether it’s offering mental health days, Employer Assistance Programs (EAPs), or robust wellness programming that prioritizes mental health and employee well-being, many employers are upgrading their employee handbooks to reflect these changes. Often this includes language that encourages employees to take advantage of available mental health care services, work from home options, or employer wellness programming (classes, stipends, or other perks).
Addressing these issues is important, particularly because FMLA policy now permits periods of leave for mental health conditions. It’s appropriate for employers to include a section addressing employee wellness and mental health in the employee handbook, especially following a section on conventional healthcare benefits. Doing so can be especially useful for the onboarding process, demonstrating to new hires that the organization is sincerely invested in the well-being of its employees inside and outside of the workplace.
Other Benefits: Paid Family Leave & Flexibility for Working Parents
In addition to addressing wellness and mental health policies, employee handbooks should also reflect the organization’s policies and attitudes towards supporting working parents and paid leave flexibility. Ten states currently mandate paid parental leave programs (with other states reviewing proposals). As just one example, Colorado will require employers to provide 12 weeks of paid leave beginning in 2024: a benefit that can be used for the birth of a new child, as well as recovery from illness, caretaking of a family member, or other qualifying circumstances.
Some labor law experts argue that organizations should adopt similar 12-week PTO policies prior to a (potential) federal paid leave act. Regardless of your organization’s approach or plan for the future, we recommend including some description of policy regarding increased flexibility and paid time off for working parents. As with wellness programming and mental health resources, addressing PTO and the needs of working parents demonstrates that the organization is attuned to the needs of its employees and understands employee expectations in the hiring market.
Upgrade Your Employee Handbook with Cello HR
If your organization aims to promote its updated benefits and policies to job prospects, new hires, and existing employees, updating your employee handbook is a must. It’s also an important and necessary step towards protecting your organization from legal disputes that could be costly, damaging to your reputation, and a distraction from essential operations.
Cello HR can help you upgrade your employee handbook to reflect the appealing benefits and company culture that your organization has to offer, all while remaining compliant and up-to-date with the latest labor law regulations. As part of this process, we offer HCM technology to streamline and integrate your hiring, onboarding, scheduling, payroll, and timekeeping to help you manage your workforce in one consolidated platform.
Contact us today to start our collaboration.