[COMPANY NAME]

Employee Handbook

State of Rhode Island

Version: [HANDBOOK VERSION]   Effective Date: [EFFECTIVE DATE]

[// GUIDANCE: This comprehensive template is drafted for Rhode Island employers and reflects current federal and Rhode Island statutory requirements. Customize all bracketed items and review every provision for company-specific applicability before distribution.]

TABLE OF CONTENTS

1. DOCUMENT HEADER
2. DEFINITIONS
3. OPERATIVE PROVISIONS
   3.1 At-Will Employment Statement
   3.2 Equal Employment Opportunity & Anti-Discrimination
   3.3 Wage & Hour Compliance
   3.4 Employee Classification
   3.5 Timekeeping & Payroll Practices
   3.6 Work Schedules & Attendance
   3.7 Leave & Time-Off Policies
   3.8 Benefits Overview
   3.9 Standards of Conduct
   3.10 Alcohol, Drugs & Testing
   3.11 Workplace Safety & Security
   3.12 Confidentiality & Data Security
   3.13 Conflict of Interest
   3.14 Use of Company Property & Technology
   3.15 Social Media & Communications
4. REPRESENTATIONS & WARRANTIES
5. COVENANTS & RESTRICTIONS
6. DEFAULT & REMEDIES (Disciplinary Process)
7. RISK ALLOCATION
8. DISPUTE RESOLUTION
9. GENERAL PROVISIONS
10. EMPLOYEE ACKNOWLEDGEMENT & EXECUTION BLOCK

1. DOCUMENT HEADER

This Employee Handbook (“Handbook”) is issued by [COMPANY NAME], a [STATE] [legal entity type] with its principal place of business at [ADDRESS] (“Company”).

This Handbook is intended to (a) communicate the Company’s current policies, procedures, benefits, and expectations; (b) comply with applicable federal and Rhode Island employment laws; and (c) foster a productive, safe, and respectful workplace.

Nothing in this Handbook creates or is intended to create a contract of employment, express or implied, or to guarantee employment for any specific period. Employment with the Company is at-will, meaning either the employee or the Company may terminate the employment relationship at any time, with or without notice, and with or without cause, subject only to applicable law.

2. DEFINITIONS

For ease of reference, capitalized terms used throughout this Handbook have the meanings set forth below:

“Company” – [COMPANY NAME] and any of its parents, subsidiaries, affiliates, successors, or assigns.

“Employee” – Any individual employed by the Company, whether full-time, part-time, temporary, seasonal, or on probation, unless expressly excluded by context.

“FLSA” – The federal Fair Labor Standards Act, 29 U.S.C. § 201 et seq.

“RI DLT” – The Rhode Island Department of Labor and Training.

“RHODE ISLAND MINIMUM WAGE ACT” – R.I. Gen. Laws § 28-12-1 et seq.

“HSFWA” – Rhode Island Healthy and Safe Families and Workplaces Act, R.I. Gen. Laws § 28-57-1 et seq. (Paid Sick and Safe Leave).

“PFMLA” – Rhode Island Parental and Family Medical Leave Act, R.I. Gen. Laws § 28-48-1 et seq.

“TCI” – Temporary Caregiver Insurance (part of the Rhode Island Temporary Disability Insurance program).

“Handbook” – This Employee Handbook, as may be amended from time to time.

[// GUIDANCE: Add or delete defined terms to match actual usage in subsequent sections.]

3. OPERATIVE PROVISIONS

3.1 At-Will Employment Statement

1. Employment with the Company is at-will.
2. Only the [TITLE OF AUTHORIZED OFFICER] has authority to enter into any agreement contrary to the at-will relationship, and any such agreement must be in a written, signed contract.

3.2 Equal Employment Opportunity & Anti-Discrimination

1. Policy Statement. The Company provides equal employment opportunities to all Employees and applicants without regard to any legally protected status, including but not limited to race, color, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, ancestry, age (40 or older), disability, genetic information, military status, or any other status protected by the Rhode Island Fair Employment Practices Act (R.I. Gen. Laws § 28-5-1 et seq.) and applicable federal law.
2. Harassment Prohibited. Harassment based on any protected status is strictly prohibited. This includes sexual harassment as defined by the Rhode Island Civil Rights Act.
3. Accommodation. The Company will provide reasonable accommodations for qualified individuals with disabilities, for pregnancy-related conditions, and for sincerely held religious beliefs, unless doing so would impose an undue hardship.

[// GUIDANCE: Insert internal complaint reporting channels, escalation hierarchy, and investigation timelines.]

3.3 Wage & Hour Compliance

1. Minimum Wage & Overtime
   a. The Company complies with the Rhode Island Minimum Wage Act and the FLSA. Current minimum wage is [INSERT CURRENT DOLLAR AMOUNT] per hour.
   b. Non-exempt Employees are entitled to overtime pay at one and one-half times their regular rate for all hours worked over 40 in a workweek.

2. Payroll Frequency
   a. Employees will be paid on a [WEEKLY/BIWEEKLY] basis in accordance with R.I. Gen. Laws § 28-14-2.
   b. Direct deposit is [MANDATORY/OPTIONAL] per Company policy and consistent with R.I. Gen. Laws § 28-14-10.

3. Final Wages
   Final wages will be paid no later than the next regular payday after separation, or sooner if required by R.I. Gen. Laws § 28-14-4.

4. Meal Periods
   Employees working six (6) or more consecutive hours will receive a 20-minute unpaid meal break in accordance with R.I. Gen. Laws § 28-3-14.

5. Timekeeping
   All Employees must accurately record hours worked using the Company’s designated timekeeping system. Altering, falsifying, or tampering with time records is grounds for discipline, up to and including termination.

3.4 Employee Classification

Employees are classified as Exempt or Non-Exempt under the FLSA and Rhode Island law. Employees will be notified of their classification at hire and upon any subsequent change.

3.5 Time-Off & Leave Policies

1. Paid Sick and Safe Leave (HSFWA)
   a. Accrual: Employees accrue one (1) hour of paid sick and safe leave for every 35 hours worked, up to forty (40) hours per calendar year.
   b. Carryover: Up to forty (40) unused hours may carry over annually; however, usage is capped at forty (40) hours per year.
   c. Permitted Use: For the Employee’s or a family member’s illness, preventative care, or reasons related to domestic violence, sexual assault, or stalking.

2. Parental & Family Leave (PFMLA)
   Eligible Employees (those with at least 12 months of service and an average of 30 hours per week) may take up to thirteen (13) consecutive weeks of unpaid leave in any two-calendar-year period for the birth, adoption, foster placement of a child, or to care for a seriously ill family member.

3. Temporary Caregiver Insurance (TCI)
   Employees may receive up to five (5) weeks of partial-wage replacement through TCI for qualifying caregiving or bonding events, pursuant to R.I. Gen. Laws §§ 28-41-35, -36.

4. Military, Jury, and Witness Leave
   The Company complies with USERRA, R.I. Gen. Laws § 9-9-28 (jury duty), and any other applicable statutes.

5. Voting Leave
   Employees who are unable to vote outside working hours will be provided reasonable time off per R.I. Gen. Laws § 17-23-18.

[// GUIDANCE: Add additional leave categories (bereavement, personal, unpaid) as desired.]

3.6 Benefits Overview

Summaries of health insurance, retirement plans, life insurance, and other benefits are provided in separate plan documents. If any conflict arises, the formal plan documents govern.

3.7 Standards of Conduct

Employees are expected to conduct themselves professionally, act in the best interests of the Company, comply with all laws, and adhere to Company policies. Prohibited conduct includes, but is not limited to:
• Violence or threats in the workplace
• Theft, fraud, or dishonesty
• Discrimination or harassment
• Unauthorized disclosure of confidential information

3.8 Alcohol, Drugs & Testing

The Company maintains a drug-free workplace in compliance with federal and state law. Employees may be subject to reasonable suspicion, post-accident, or random drug and alcohol testing when permitted by law.

3.9 Workplace Safety & Security

The Company adheres to the Rhode Island Workers’ Compensation Act and OSHA standards. Employees must immediately report all workplace injuries, accidents, or unsafe conditions to [JOB TITLE/DEPARTMENT].

3.10 Confidentiality & Data Security

Employees must protect Company confidential information, trade secrets, personal data of clients/employees, and intellectual property both during and after employment.

3.11 Conflict of Interest

Employees shall avoid activities that create or appear to create a conflict between their personal interests and the interests of the Company. Written disclosure must be made to [TITLE] for any potential conflict.

3.12 Use of Company Property & Technology

Company assets, including computers, mobile devices, and internet access, are to be used primarily for legitimate business purposes. Employees have no expectation of privacy when using Company systems.

3.13 Social Media & Communications

Employees must not post confidential information, discriminatory content, or material that could harm the Company’s reputation. Include disclaimer when identifying as a Company employee on personal social media.

4. REPRESENTATIONS & WARRANTIES

Employees represent and warrant that:
1. They possess and will maintain any licenses or certifications required for their position.
2. They have disclosed any restrictive covenants from previous employers that may affect their ability to perform their duties.
3. They are legally authorized to work in the United States.

5. COVENANTS & RESTRICTIONS

1. Non-Solicitation: For twelve (12) months following termination, Employees shall not solicit Company clients or employees for competing business within Rhode Island, subject to reasonableness and enforceability under R.I. public policy.
2. Proprietary Rights: All work product created in the scope of employment is the exclusive property of the Company.
3. Compliance: Employees covenant to comply with all Company policies and applicable laws at all times.

6. DEFAULT & REMEDIES (Disciplinary Process)

1. Progressive Discipline (illustrative only):
   a. Verbal Warning
   b. Written Warning
   c. Final Written Warning / Suspension
   d. Termination
   The Company reserves the right to bypass steps based on severity.

2. Grounds for Immediate Termination: Serious misconduct, unethical behavior, gross negligence, endangerment of others, or violation of law.

3. Remedies: The Company may seek restitution, injunctive relief, or any other remedy permitted under law for breaches of Sections 3.12, 3.13, 5.1, or 5.2.

7. RISK ALLOCATION

1. Indemnification for Employee Conduct. Employees agree to indemnify and hold the Company harmless from any loss, liability, or expense (including reasonable attorneys’ fees) arising out of the Employee’s willful misconduct, gross negligence, or violation of law while acting outside the scope of employment, subject to Rhode Island statutory limits.
2. Limitation of Liability. To the fullest extent allowed by law, the Company’s liability to any Employee for claims arising out of employment shall not exceed the statutory limits provided under applicable Rhode Island law, including but not limited to the Rhode Island Workers’ Compensation Act.
3. Insurance. The Company maintains workers’ compensation, unemployment, and general liability insurance as required by law.

8. DISPUTE RESOLUTION

1. Internal Complaint Procedure. Employees should first attempt to resolve disputes through the Company’s open-door policy and escalation to Human Resources.
2. Optional Arbitration. By separate mutual agreement, certain claims may be resolved by binding arbitration in Rhode Island pursuant to the Federal Arbitration Act and Rhode Island Arbitration Act, provided that Employees retain all non-waivable statutory rights.
3. Forum Selection. Absent arbitration, the parties agree that the state courts of Rhode Island shall have exclusive jurisdiction over any disputes arising from or related to employment with the Company.
4. Jury Waiver. To the extent permitted by law, the parties knowingly and voluntarily waive their constitutional right to a trial by jury in any action concerning or arising out of this Handbook or the employment relationship.
5. Injunctive Relief. The Company may seek temporary or preliminary injunctive relief in a court of competent jurisdiction to enforce confidentiality, non-solicitation, or other equitable obligations, subject to the limitations stated herein.

9. GENERAL PROVISIONS

1. Amendments. The Company reserves the right to revise, rescind, or add to any policies, benefits, or procedures described in this Handbook at its sole discretion and without advance notice, except as otherwise required by law.
2. Severability. If any provision of this Handbook is held invalid or unenforceable, the remaining provisions shall remain in full force and effect.
3. Integration. This Handbook supersedes and replaces all prior handbooks, manuals, and policies, except where a separate written agreement or collective bargaining agreement expressly provides otherwise.
4. Electronic Signatures. Electronic acknowledgments and signatures shall be deemed original for all purposes.
5. Successors & Assigns. This Handbook shall inure to the benefit of and be binding upon the Company’s successors and assigns.

10. EMPLOYEE ACKNOWLEDGEMENT & EXECUTION BLOCK

I acknowledge that I have received, read, and understand [COMPANY NAME]’s Employee Handbook dated [EFFECTIVE DATE]. I understand that this Handbook does not create a contract of employment and that employment with the Company is at-will.

| Company Representative | Title | Signature | Date |

[// GUIDANCE:
1. Maintain a signed copy (electronic or hard-copy) of this acknowledgement in the personnel file.
2. Review updates annually or as laws change (e.g., minimum wage adjustments, leave entitlement changes).
3. For unionized workplaces, confirm compatibility with any collective bargaining agreement before issuance. ]