Employee Handbook

(State of Maryland ‒ [COMPANY NAME])

[// GUIDANCE: This template is intentionally comprehensive. Delete any policy that is not applicable to your organization, and tailor bracketed placeholders before issuance.]

TABLE OF CONTENTS

1. Document Header
2. Definitions
3. Operative Provisions
   3.1 Employment Relationship & At-Will Statement
   3.2 Equal Employment Opportunity & Anti-Discrimination
   3.3 Wage & Hour Compliance
   3.4 Timekeeping & Payroll
   3.5 Leave & Time-Off Policies
   3.6 Workplace Conduct & Professional Standards
   3.7 Health, Safety & Security
   3.8 Technology & Confidential Information
   3.9 Conflicts of Interest & Outside Activities
   3.10 Performance Management & Corrective Action
4. Representations & Warranties
5. Covenants & Restrictions
6. Default & Remedies (Disciplinary Procedures)
7. Risk Allocation
8. Dispute Resolution
9. General Provisions
10. Acknowledgement & Execution

1. DOCUMENT HEADER

1.1 Title. Employee Handbook of [COMPANY NAME], a [STATE OF ORGANIZATION] [corporation/LLC] (the “Company”).

1.2 Effective Date. This Employee Handbook (the “Handbook”) is effective as of [EFFECTIVE DATE] and supersedes all prior versions.

1.3 Governing Law. All matters arising under this Handbook are governed by the laws of the State of Maryland and applicable federal law (collectively, “State Employment Law”).

1.4 Purpose & Consideration. The Company issues this Handbook as a resource for employees and in consideration of the mutual promises herein. Nothing in this Handbook shall be construed to create a contract of employment, alter the at-will relationship, or limit either party’s legal rights except as expressly stated.

2. DEFINITIONS

For ease of reference, capitalized terms carry the meanings set forth below and apply throughout the Handbook:

“Company Property” – All tangible and intangible assets owned, leased, or licensed by the Company, including but not limited to equipment, vehicles, supplies, documents, electronic devices, data, and intellectual property.

“Eligible Employee” – An employee who satisfies statutory or policy-specific eligibility criteria for a particular benefit or leave.

“Hours Worked” – All time an employee is suffered or permitted to work as defined under the Fair Labor Standards Act (“FLSA”) and the Maryland Wage and Hour Law, Md. Code Ann., Lab. & Empl. § 3-401 et seq.

“Protected Class” – Any class of individuals protected from discrimination under Title VII of the Civil Rights Act of 1964, 42 U.S.C. § 2000e et seq.; the Americans with Disabilities Act, 42 U.S.C. § 12101 et seq.; Age Discrimination in Employment Act, 29 U.S.C. § 621 et seq.; and Md. Code Ann., State Gov’t § 20-601 et seq.

“Working Families Act” – The Maryland Healthy Working Families Act, Md. Code Ann., Lab. & Empl. § 3-1301 et seq.

[Add additional defined terms as needed.]

3. OPERATIVE PROVISIONS

3.1 Employment Relationship & At-Will Statement

a. Employment with the Company is “at-will.” Either the Company or the employee may terminate the employment relationship at any time, with or without notice or cause, subject only to applicable law.
b. No oral statement or written communication other than a formal, fully-executed employment agreement signed by the [Chief Executive Officer/President] has authority to modify the at-will relationship.
[// GUIDANCE: Insert any collective bargaining carve-outs if unionized.]

3.2 Equal Employment Opportunity (“EEO”) & Anti-Discrimination

a. Policy. The Company strictly prohibits discrimination, harassment, and retaliation against any employee or applicant belonging to a Protected Class.
b. Accommodation. Reasonable accommodations will be provided to qualified individuals with disabilities and to employees’ sincerely held religious beliefs, except where such accommodation would pose an undue hardship.
c. Reporting Procedure. Employees must promptly report prohibited conduct to [HR CONTACT, TITLE] or by calling the confidential hotline at [HOTLINE NUMBER]. Retaliation is prohibited.
d. Investigation. All complaints are investigated promptly, impartially, and confidentially to the extent feasible. Violations result in corrective action up to and including termination.

3.3 Wage & Hour Compliance

a. Minimum Wage. The Company pays no less than the greater of (1) the Maryland minimum wage under Md. Code Ann., Lab. & Empl. § 3-413, and (2) the applicable federal minimum under 29 U.S.C. § 206.
b. Overtime. Non-exempt employees are paid one and one-half times the regular rate for Hours Worked in excess of forty (40) per workweek, or as otherwise required by law. All overtime must be pre-authorized in writing by a supervisor.
c. Meal & Rest Breaks. Employees under 18 years of age receive breaks as mandated by Md. Code Ann., Lab. & Empl. § 3-210. The Company provides unpaid meal periods and paid rest breaks in accordance with operational needs and applicable law.
d. Tip Credit & Youth Wage. If applicable, tip credits and special youth wages are taken strictly in compliance with Md. Code Ann., Lab. & Empl. § 3-419.

3.4 Timekeeping & Payroll

a. Accurate Records. Employees must record Hours Worked using the Company’s designated system. Alterations or falsification of time records is grounds for discipline.
b. Paydays & Statements. Employees are paid on a [WEEKLY/BI-WEEKLY/SEMI-MONTHLY] basis. Wage statements itemize hours, rates, deductions, and leave balances.
c. Deductions. Lawful deductions include federal, state, and local taxes; court-ordered garnishments; benefits premiums; and voluntary deductions authorized in writing by the employee.

3.5 Leave & Time-Off Policies

a. Sick & Safe Leave (Working Families Act).
i. Accrual: Eligible Employees accrue one (1) hour of paid leave for every thirty (30) Hours Worked, up to a minimum of forty (40) hours in a calendar year, unless the Company elects a higher cap.
ii. Usage: Leave may be used for the employee’s or a family member’s illness, preventive care, or for reasons related to domestic violence, sexual assault, or stalking.
iii. Carry-Over: Unused leave of up to forty (40) hours carries over annually, subject to statutory caps.
b. Family & Medical Leave Act (“FMLA”), 29 U.S.C. § 2601 et seq.
i. Eligibility: Twelve (12) months of service and 1,250 Hours Worked in the preceding 12 months.
ii. Entitlement: Up to twelve (12) workweeks of unpaid, job-protected leave in a 12-month period for qualifying events.
iii. Substitution: Employees may elect or the Company may require substitution of accrued paid leave.
c. Parental Leave (MD Parental Leave Act). For employers with 15–49 employees, eligible employees may take up to six (6) weeks of unpaid parental leave for the birth or adoption of a child.
d. Additional Leaves.
• Jury Duty – Paid up to [NUMBER] days; additional days unpaid but job-protected.
• Voting Leave – Up to two (2) hours paid leave when polls are not otherwise open (Md. Code Ann., Elec. Law § 10-315).
• Military Leave – In accordance with USERRA, 38 U.S.C. § 4301 et seq.
• Bereavement, Witness Duty, Organ Donation, and Other Statutory Leaves – As required by law.

3.6 Workplace Conduct & Professional Standards

a. Code of Conduct. Employees must perform duties ethically, comply with policies, and treat others with respect.
b. Drug-Free Workplace. Possession, use, or impairment by illegal drugs or alcohol on Company premises or during working time is prohibited except for authorized functions.
c. Violence-Free Workplace. Threats, intimidation, or acts of violence are strictly forbidden. Firearms or weapons are prohibited except as permitted by law and authorized by the Company.

3.7 Health, Safety & Security

a. Compliance. Employees must comply with the Occupational Safety and Health Act, 29 U.S.C. § 651 et seq., and all Company safety procedures.
b. Reporting Injuries. Work-related injuries or illnesses must be reported immediately to [SUPERVISOR/HR].
c. Emergency Procedures. Review posted evacuation routes and participate in required drills.

3.8 Technology & Confidential Information

a. Acceptable Use. Company systems, networks, and devices are for legitimate business use. Limited personal use is permissible if it does not interfere with operations.
b. Monitoring. Employees have no expectation of privacy in Company systems.
c. Confidentiality. Employees must protect proprietary information and trade secrets, both during and after employment.

3.9 Conflicts of Interest & Outside Activities

Employees must avoid activities that conflict with the Company’s interests, including undisclosed outside employment, financial interests in competitors, or acceptance of improper gifts. Prior written approval is required for outside employment.

3.10 Performance Management & Corrective Action

a. Evaluations. The Company conducts periodic performance reviews.
b. Progressive Discipline. Violations may be addressed through verbal warning, written warning, suspension, or termination, depending on severity. The Company reserves discretion to deviate from progressive steps when warranted.

4. REPRESENTATIONS & WARRANTIES

a. Company Representation. The Company represents that it will comply with all applicable federal, state, and local employment laws.
b. Employee Representation. By signing the Acknowledgement, the employee represents that the employee:
i. Has reviewed the Handbook;
ii. Understands the policies; and
iii. Agrees to comply with all policies as a condition of employment.
c. Survival. Confidentiality, intellectual property, and dispute-resolution obligations survive the termination of employment.

5. COVENANTS & RESTRICTIONS

a. Employee Covenants. Employees shall:
i. Protect Company Property and Confidential Information;
ii. Refrain from unauthorized disclosure of trade secrets;
iii. Return all Company Property upon termination.
b. Company Covenants. The Company shall:
i. Provide a safe and respectful workplace;
ii. Maintain lawful wage and hour practices;
iii. Provide statutorily mandated benefits and leaves.

6. DEFAULT & REMEDIES (DISCIPLINARY PROCEDURES)

a. Events of Default. Violations of any policy, misconduct, or failure to perform duties satisfactorily.
b. Notice & Opportunity to Cure. When appropriate, the Company will provide written notice of the violation and a reasonable opportunity to cure, except in cases warranting immediate termination.
c. Remedies. Corrective action up to and including termination, restitution, and, where permitted by law, set-off against final wages for Company-owned property not returned. The Company may seek injunctive relief for threatened or actual misuse of Confidential Information, subject to Section 8.

7. RISK ALLOCATION

7.1 Indemnification (Employee Conduct)

To the fullest extent permitted by law, the employee agrees to indemnify and hold harmless the Company, its affiliates, officers, directors, and agents from and against any loss, liability, damage, or expense (including reasonable attorneys’ fees) arising out of the employee’s willful misconduct, gross negligence, or unauthorized acts.

7.2 Limitation of Liability

Nothing herein shall waive or expand liability beyond statutory limits under applicable Maryland or federal law. The Company’s liability to any employee for claims arising out of employment shall be limited to the extent permitted by Md. Code Ann., Cts. & Jud. Proc. § 5-401 et seq. and other governing provisions.

7.3 Insurance

The Company maintains workers’ compensation insurance as required by Md. Code Ann., Lab. & Empl. § 9-101 et seq., and such other policies as management deems appropriate.

7.4 Force Majeure

The Company is excused from performance of obligations that are prevented by acts of God, war, epidemic, governmental order, or other events beyond reasonable control, but will make good-faith efforts to resume operations promptly.

8. DISPUTE RESOLUTION

8.1 Internal Complaint Procedure

Employees must first submit disputes or concerns in writing to Human Resources, who will investigate and attempt good-faith resolution.

8.2 Optional Arbitration

a. Election. An employee may elect binding arbitration by signing the Arbitration Election Form (Appendix A) within thirty (30) days of hire or receipt of this Handbook.
b. Rules. Arbitration shall be administered by the American Arbitration Association under its Employment Arbitration Rules in effect at the time of filing.
c. Costs. The Company will bear administrative and arbitrator fees otherwise chargeable to the employee, except for an initial filing fee not exceeding the filing fee for civil actions in Maryland state court.
d. Waiver of Jury Trial. By electing arbitration, both parties waive the right to a jury trial on covered claims.
e. Exclusions. Claims for workers’ compensation, unemployment insurance, or provisional injunctive relief for protection of trade secrets or restrictive covenants may be filed in court.

8.3 Forum Selection

Absent a valid arbitration election, the exclusive forum for any civil action arising out of or relating to employment shall be the state courts located in [COUNTY], Maryland.

8.4 Injunctive Relief

Consistent with Section 6 and constitutional limitations, the Company may seek provisional injunctive relief in court for breaches of confidentiality or misappropriation of trade secrets. Equitable relief is limited to the minimum necessary to protect legitimate business interests.

9. GENERAL PROVISIONS

9.1 Amendment & Waiver. The Company may amend or rescind any policy at any time by distributing a written notice or revised Handbook. No waiver is effective unless in writing and signed by an authorized Company officer.

9.2 Assignment. Employee may not assign any rights or delegate duties under this Handbook. The Company may assign its rights and obligations to a successor by merger, acquisition, or reorganization.

9.3 Severability. If any provision is held unenforceable, the remainder shall remain in full force, and the invalid provision shall be reformed to the minimal extent necessary to be enforceable.

9.4 Entire Agreement. This Handbook, together with any standalone agreements expressly incorporated herein, constitutes the entire understanding concerning the subjects addressed and supersedes all prior policies or oral statements on the same subjects.

9.5 Electronic Acknowledgement. Electronic signatures or acknowledgements in a form compliant with the Maryland Uniform Electronic Transactions Act, Md. Code Ann., Com. Law § 21-101 et seq., are binding.

10. ACKNOWLEDGEMENT & EXECUTION

I, [EMPLOYEE NAME], acknowledge that:
1. I have received, read, and understand the [YEAR] Employee Handbook (“Handbook”) of [COMPANY NAME].
2. I understand that the Handbook describes important information about my employment and my obligations.
3. I understand that my employment is “at-will,” and that nothing in this Handbook creates a contract of employment, express or implied.
4. I agree to comply with all policies, procedures, and standards contained in the Handbook and any amendments thereto.

Appendix A – Arbitration Election Form

[// GUIDANCE: Insert stand-alone form allowing employee to opt into arbitration in compliance with Section 8.]

[// GUIDANCE: End of Template – Conduct full legal review prior to publication.]