How To Write An Employee Handbook 11-10-10

1. – KPA CONFIDENTIAL –
How To Write An Employee
Handbook
We will begin at 10am Mountain Time

2. Presenter
Matthew Gilley
Partner, Ford & Harrison
864-699-1143
mgilley@fordharrison.com

3. Questions
• If you have questions
during the presentation,
please submit them using
the “Questions” feature
• Questions will be
answered at the end of the
webinar

4. Things We Will Address
• Upside and downside to handbooks
• Beneficial Policies
• “Hot Topics”
• Policies that need to be revised or added as a
result of modifications in federal employment
law statutes
• “Trendy” policies
• General handbook “best-practices”
• Common handbook pitfalls to avoid
• Keeping handbooks current
• “Bricks and Mortar”- distribution

5. Upside & Downside to Handbooks
• Upside
–Simplicity
–Consistency
–Litigation
Defense
• Downside
–Litigation
creation

6. Particularly Beneficial Policies
• FLSA Safe Harbor Policy
• Disciplinary Suspensions for Exempt
Employees
• Disclaimers Related to Benefit Policies
• FMLA Policies
• Harassment Policies
• Drug Abuse/Drug Free Workplace Policies

7. “Hot Topics” for Employee Handbooks
• Office Romance &
Fraternization Policies
• Workplace Violence
Policies and Concealed
Weapons Policies
• Use of Cell Phones,
PDAs, etc.

8. “Trendy” Policies
• Social
networking/blogging
• Red Flags Rule
• Expanded EEO

9. Statutory Changes Requiring Policy
Changes
• Policy updates GINA
– Background
– The changes
– Policy updates
• ADAAA
– Background
– The changes
– Policy updates

10. Statutory Changes Requiring Policy
Changes
• FMLA
– Background
– The changes
– Policy updates
• Department of Defense Appropriations
Act of 2010
– Background
– The changes
– Policy updates

11. Handbook “Best Practices”
• At-will language
• Clear and conspicuous disclaimer
• Permissive (not promissory) language
• Flexibility
• Non-discrimination and harassment
• Policies that further the organization’s
goals

12. Handbook Pitfalls to Avoid
• Promissory (not permissive) language
• Too rigorous/detailed
• Arbitrary enforcement
• Failure to update
• Illegal overtime
• Bans on salary discussions
• Criminal background checks

13. Avoiding Contract Claims
• Use of appropriate discretionary
language
• Appropriate use of disclaimers
• Awareness of the legal standards in
each state

14. Keeping Handbooks Current
• Periodically compare handbook to
reality
• Note – and react – when the
handbook interferes with operations
• Review whether particular policies
have led to complaints, charges or
lawsuits
• Are all of the policies necessary?
(e.g., FMLA)

15. “Bricks & Mortar”
• Multiple options for publishing the
handbook:
–Booklet
–Loose-leaf binder
–Electronically
–No handbook at all

16. Questions and Answers
16– KPA CONFIDENTIAL –
QUESTIONS?

17. Contact Information
17– KPA CONFIDENTIAL –
The recorded webinar and presentation slides will be emailed to
you today including your local representative’s contact information.
Mathew Gilley
Partner, Ford & Harrison
864-699-1143
mgilley@fordharrison.com
www.kpaonline.com
bross@kpaonline.com
866-356-1735