[COMPANY NAME]

Employee Handbook
(Commonwealth of Pennsylvania)

Effective Date: [EFFECTIVE DATE]
Supersedes All Prior Handbooks and Policy Manuals

[// GUIDANCE: This template is drafted for private-sector employers operating in Pennsylvania. It is intentionally comprehensive; counsel should tailor, delete, or supplement provisions to fit the employer’s size, industry, and any applicable bargaining obligations.]

TABLE OF CONTENTS

I. Document Header
II. Definitions
III. Operative Provisions (Core Policies)
IV. Representations & Warranties / Disclaimers
V. Covenants & Restrictions (Employee Conduct)
VI. Default & Remedies (Corrective Action)
VII. Risk Allocation
VIII. Dispute Resolution
IX. General Provisions
X. Execution / Acknowledgment

I. DOCUMENT HEADER

1. Purpose. This Employee Handbook (the “Handbook”) summarizes the personnel policies and procedures of [COMPANY NAME] (the “Company”) applicable to all employees whose primary work location is within the Commonwealth of Pennsylvania.
2. Consideration. Continued employment and access to Company resources constitute adequate consideration for the obligations herein.
3. Supremacy. To the extent any policy herein conflicts with applicable law, such law controls.
4. Reservation of Rights. The Company reserves the unilateral right to interpret, modify, suspend, or terminate any policy at any time, with or without notice, except as otherwise required by law.
5. At-Will Statement. Employment with the Company is at-will unless a duly-authorized, written employment agreement executed by the Chief Executive Officer expressly provides otherwise.

II. DEFINITIONS

(Each term below is capitalized throughout for consistency.)

• “Company Property” – All tangible and intangible property of the Company, including facilities, equipment, documents, and confidential information.
• “Eligible Employee” – An employee who satisfies all statutory prerequisites for a given benefit or leave.
• “Handbook” – This Employee Handbook as amended from time to time.
• “Immediate Family Member” – Spouse, domestic partner, parent, child, sibling, grandparent, grandchild, or corresponding in-law relation.
• “PHRA” – Pennsylvania Human Relations Act, 43 P.S. §§ 951-963.
• “PMWA” – Pennsylvania Minimum Wage Act, 43 P.S. §§ 333.101 et seq.
• “Protected Class” – Any classification protected under federal, state, or local anti-discrimination laws.
• “Working Time” – All hours the employee is suffered or permitted to work within the meaning of the Fair Labor Standards Act (“FLSA”) and PMWA.

[// GUIDANCE: Add further defined terms as needed for specialized policies (e.g., “Safety-Sensitive Position,” “ERA-Covered Employee”).]

III. OPERATIVE PROVISIONS (CORE POLICIES)

1. Equal Employment Opportunity (EEO)

1.1 Policy Statement. The Company provides equal employment opportunities to all applicants and employees without regard to any Protected Class as defined by Title VII of the Civil Rights Act of 1964, the PHRA, or any other applicable law.
1.2 Accommodation. Reasonable accommodations will be provided for qualified individuals with disabilities and for sincerely held religious beliefs, unless doing so would impose an undue hardship.
1.3 Complaint Procedure. Suspected violations must be reported immediately to [EEO OFFICER TITLE] or via the anonymous hotline at [HOTLINE NUMBER]. Retaliation is strictly prohibited.

2. Anti-Harassment

2.1 Zero-Tolerance. Harassment (sexual or otherwise) is prohibited.
2.2 Reporting & Investigation. Reports may be made orally or in writing; prompt, thorough, and impartial investigations will follow.

3. Wage & Hour Compliance

3.1 Minimum Wage. The Company complies with the PMWA and the FLSA. Hourly non-exempt employees are paid not less than the greater of the federal or Pennsylvania minimum hourly wage.
3.2 Overtime. Non-exempt employees earn one and one-half times the regular rate for all hours worked over 40 in a workweek. Overtime must be pre-approved in writing.
3.3 Timekeeping. Employees must accurately record Working Time using the Company’s timekeeping system.
3.4 Paydays & Deductions. Paydays occur on [PAYDAY SCHEDULE]. Statutorily-authorized deductions (e.g., taxes, wage garnishments) will be made. Voluntary deductions require a written authorization consistent with 34 Pa. Code § 9.1 et seq.
3.5 Meal & Rest Breaks. The Company provides unpaid 30-minute meal periods to minors after five consecutive hours of work, as required by 43 P.S. § 40.3. For adult employees, unpaid meal breaks are scheduled as operationally feasible. Paid rest breaks of [MINUTES] may be offered; breaks 20 minutes or less are counted as Working Time.

4. Leave Policies

4.1 Family and Medical Leave Act (FMLA). Eligible Employees, as defined by 29 U.S.C. § 2611, may take up to 12 weeks of unpaid, job-protected leave in a 12-month period for qualifying reasons.
4.2 Military Leave. Provided consistently with the Uniformed Services Employment and Reemployment Rights Act (“USERRA”).
4.3 Jury Duty. Employees summoned to jury service will receive unpaid leave; exempt employees will not incur any salary deduction for partial-week absences. Employees must provide advance notice and proof of service.
4.4 Voting Leave. Employees who do not have sufficient time to vote outside working hours may request up to [HOURS] of unpaid leave.
4.5 Domestic Violence / Crime Victim Leave. Leave is granted pursuant to any applicable protective order or subpoena.
4.6 Other Statutory Leaves. Employees will be granted any other leave required by federal, state, or local law (e.g., pregnancy accommodation under the PHRA).
4.7 Company-Provided Paid Time Off (“PTO”). Full-time employees accrue PTO at the rate of [RATE]. PTO scheduling must be approved by [MANAGER TITLE].

[// GUIDANCE: Insert additional state-specific leaves if the municipality (e.g., Philadelphia or Pittsburgh) provides paid sick leave, and clarify accrual rules.]

5. Benefits Overview

5.1 Group Health Insurance. Eligibility begins on the first day of the month following [WAITING PERIOD]. Plan documents govern.
5.2 401(k) Plan. Employees may defer compensation on a pre-tax basis subject to IRS limits; the Company match is [MATCH FORMULA].
5.3 Workers’ Compensation. The Company maintains coverage consistent with the Pennsylvania Workers’ Compensation Act, 77 P.S. §§ 1 et seq. Work-related injuries must be reported within 21 days.

6. Standards of Conduct

6.1 General Expectations. Employees must perform duties ethically, lawfully, and in furtherance of the Company’s interests.
6.2 Prohibited Conduct. Theft, fraud, insubordination, violence, drug or alcohol impairment on duty, and other serious misconduct are grounds for immediate discipline up to and including discharge.
6.3 Attendance. Reliable attendance is an essential job function. Excessive tardiness or absenteeism may result in corrective action.

7. Electronic Communications & Social Media

7.1 Company Systems. The Company may monitor, access, and disclose all communications on Company systems without further notice to the extent permitted by law.
7.2 Personal Devices (BYOD). Use of personal devices for business is subject to the Company’s Mobile Device Policy.
7.3 Social Media. Employees must not represent themselves as speaking on behalf of the Company without authorization and must not disclose Confidential Information.

8. Health & Safety

8.1 OSHA Compliance. Employees must comply with all applicable health and safety rules and immediately report hazards.
8.2 Drug-Free Workplace. The unlawful manufacture, distribution, possession, or use of controlled substances on Company Property is prohibited.
8.3 Workplace Violence. Weapons, threats, or violent acts are prohibited.

9. Confidentiality & Intellectual Property

9.1 Confidential Information. Employees shall not disclose or misuse Confidential Information during or after employment.
9.2 Inventions Assignment. As a condition of employment, employees assign to the Company all right, title, and interest in any invention conceived in the scope of employment, to the fullest extent permitted by 35 U.S.C. § 261 and Pennsylvania law.

10. Conflict of Interest

Employees must avoid activities that conflict or appear to conflict with Company interests and must disclose any potential conflict to [COMPLIANCE OFFICER TITLE].

11. Separation of Employment

11.1 Voluntary Resignation. Provide at least [NOTICE DAYS] written notice.
11.2 Final Pay. Final wages will be paid on the next regular payday or within the time required by 43 P.S. § 260.5.
11.3 Return of Property. Departing employees must return all Company Property no later than the last day worked.
11.4 Exit Interviews. Participation in an exit interview is requested for all separating employees.

IV. REPRESENTATIONS & WARRANTIES / DISCLAIMERS

4.1 No Contract of Employment. This Handbook is not, and shall not be construed as, an express or implied contract of employment for any specific term.
4.2 Superseding Effect. In the event of a conflict between this Handbook and any individual employment agreement or collective bargaining agreement (“CBA”), the terms of such agreement control.
4.3 Accuracy of Information. Employees represent that all information provided to the Company (applications, certifications, time records) is true, accurate, and complete.

V. COVENANTS & RESTRICTIONS

5.1 Compliance with Laws. Employees covenant to perform their duties in full compliance with all applicable federal, state, and local laws and regulations.
5.2 Protective Covenants (Optional). [NON-COMPETE / NON-SOLICITATION placeholders, if applicable and permitted under current Pennsylvania and federal limitations.]
[// GUIDANCE: Counsel must evaluate the FTC’s proposed non-compete rule and Pennsylvania common-law standards before including restrictive covenants.]

VI. DEFAULT & REMEDIES (CORRECTIVE ACTION)

6.1 Progressive Discipline. As a general guideline, the Company may apply:
a. Verbal Warning
b. Written Warning
c. Final Warning / Suspension
d. Termination
However, the Company reserves discretion to skip or repeat steps based on the severity of misconduct.
6.2 Administrative Suspensions. Employees may be placed on paid or unpaid investigatory leave pending inquiry into alleged misconduct.
6.3 Remedies. In addition to termination, the Company may pursue restitution, injunctive relief, or other lawful remedies for breaches of confidentiality, intellectual-property, or fiduciary obligations.

VII. RISK ALLOCATION

7.1 Indemnification for Employee Conduct. To the fullest extent permitted by law, employees shall indemnify and hold harmless the Company from any loss, liability, or expense arising out of the employee’s willful misconduct, gross negligence, or unlawful acts.
7.2 Limitation of Liability. The Company’s liability to any employee shall be limited to the extent of applicable statutory caps under Pennsylvania law. Nothing herein waives non-waivable rights under workers’ compensation, unemployment compensation, or other protective statutes.
7.3 Insurance. The Company maintains employment-practices liability insurance (“EPLI”); coverage does not create a contractual right to defense or indemnity.

VIII. DISPUTE RESOLUTION

8.1 Governing Law. This Handbook shall be governed by, and construed in accordance with, the laws of the Commonwealth of Pennsylvania, without regard to its conflict-of-laws principles.
8.2 Forum Selection. Except as set forth in Section 8.3, any civil action arising out of or relating to employment with the Company shall be filed exclusively in the state courts of [COUNTY], Pennsylvania.
8.3 Optional Arbitration. At the Company’s sole election, and with the employee’s voluntary consent, disputes may be submitted to binding arbitration pursuant to the Federal Arbitration Act, 9 U.S.C. §§ 1–16, and the then-current rules of the American Arbitration Association. The parties shall share filing fees equally, and the prevailing party may recover reasonable attorney fees.
8.4 Jury Waiver. Nothing herein shall be construed to require an employee to waive any constitutional right to a jury trial without the employee’s knowing and voluntary written consent executed after a dispute has arisen.
8.5 Injunctive Relief. Notwithstanding any other provision of this Section VIII, either party may seek temporary or preliminary injunctive relief in a court of competent jurisdiction to prevent irreparable harm, subject to Pennsylvania Rule of Civil Procedure 1531.

IX. GENERAL PROVISIONS

9.1 Amendments. Only the [SENIOR HR OFFICER TITLE] or an executive officer may issue written amendments to this Handbook.
9.2 Severability. If any provision is held invalid or unenforceable, the remainder shall remain in full force, and the invalid provision shall be reformed to the minimum extent necessary to comply with applicable law.
9.3 Assignment. Employment duties may be assigned or delegated by the Company at any time; employees may not assign any rights or obligations without written consent.
9.4 Entire Agreement. This Handbook, together with any applicable employment agreement or CBA, constitutes the entire understanding regarding the subjects covered and supersedes all prior oral or written policies on the same subjects.
9.5 Electronic Signatures. Electronic signatures or acknowledgments shall be deemed equivalent to handwritten signatures under the Pennsylvania Electronic Transactions Act, 73 P.S. §§ 2260.101 et seq.
9.6 Successors. This Handbook is binding upon and inures to the benefit of the Company’s successors and assigns.

X. EXECUTION / ACKNOWLEDGMENT

I acknowledge that I have received, read, and understand the [COMPANY NAME] Employee Handbook dated [EFFECTIVE DATE]. I agree to adhere to the policies and procedures set forth herein as a condition of my employment.

[// GUIDANCE: Pennsylvania does not require notarization or witness signatures for handbook acknowledgments, but employers may add witnesses for evidentiary value.]

APPENDIX A – POSTERS & NOTICES CHECKLIST

• PA Minimum Wage Law Poster (LLC-1)
• Abstract of the Pennsylvania Workers’ Compensation Act (LIBC-500)
• Unemployment Compensation Notice (Form UC-1609)
• Equal Pay Law Poster
• PHRC “Discrimination in Employment” Poster
• OSHA Form 3165 or state-approved equivalent
• FMLA Poster (WHD-1420)

[// GUIDANCE: Display required posters conspicuously at each worksite and electronically for remote employees.]

APPENDIX B – CONTACT DIRECTORY

• Human Resources: [HR EMAIL] | [HR PHONE]
• EEO Officer: [NAME] | [CONTACT]
• Workers’ Compensation Carrier: [CARRIER NAME] | [CLAIMS PHONE]
• Anonymous Ethics Hotline: [HOTLINE NUMBER]

END OF HANDBOOK