Employee Handbook - Tennessee

EMPLOYEE HANDBOOK — TENNESSEE

TABLE OF CONTENTS

1. Purpose and Employment Framework
2. Equal Employment, Accommodation, and Reporting
3. Pay, Timekeeping, and Breaks
4. Leave and Protected Absences
5. Workplace Standards
6. Corrective Action and Separation
7. Administration and Acknowledgment

1. PURPOSE AND EMPLOYMENT FRAMEWORK

1.1 Company and Effective Date

This Handbook states the current workplace policies of [COMPANY LEGAL NAME] for employees working in Tennessee. It is effective [__/__/____] and prospectively replaces prior handbook versions.

1.2 At-Will Relationship and Handbook Status

Except where controlling law, a collective bargaining agreement, or a separate authorized writing provides otherwise, the Company intends employment to be at will. Either the employee or the Company may end the relationship at any time, with or without cause or advance notice, subject to applicable law.

This Handbook is a policy communication, not a contract for employment for a fixed term. It does not guarantee a disciplinary sequence, continued employment, a particular assignment, a fixed schedule, or a benefit not vested under a governing plan or agreement.

1.3 Policy Changes

The Company may revise policies prospectively in writing, subject to applicable law, earned wages, vested benefits, signed agreements, and collective bargaining agreements. Only [AUTHORIZED TITLE] may approve a Handbook revision.

1.4 Coverage Checklist

Complete before distribution:

• Total employees: [NUMBER]
• Employees in Tennessee: [NUMBER]
• Tennessee Human Rights Act eight-employee threshold met: ☐ Yes ☐ No
• Tennessee Pregnant Workers Fairness Act fifteen-employee threshold met: ☐ Yes ☐ No
• Tennessee parental-leave threshold of one hundred permanent full-time employees at this jobsite or location met: ☐ Yes ☐ No
• Thirty-five or more full-time-equivalent employees under the same FEIN for mandatory E-Verify use: ☐ Yes ☐ No
• Federal Title VII / ADA / PWFA coverage threshold met: ☐ Yes ☐ No
• Federal ADEA coverage threshold met: ☐ Yes ☐ No
• Federal FMLA-covered employer: ☐ Yes ☐ No
• Fewer than fifty employees for federal lactation undue-hardship review: ☐ Yes ☐ No
• Employs minors: ☐ Yes ☐ No
• Collective bargaining, government-contractor, industry, or local rules: [DESCRIBE]

Separate Tennessee disability and retaliation protections may apply below the general Human Rights Act threshold. Obtain counsel review before treating a small employer as outside state coverage.

2. EQUAL EMPLOYMENT, ACCOMMODATION, AND REPORTING

2.1 Equal Employment Opportunity

The Company prohibits unlawful discrimination, harassment, and retaliation. Tennessee law prohibits covered employers from discriminating in employment based on race, creed, color, religion, sex, disability, age, or national origin. Federal and other controlling law may protect pregnancy, genetic information, sexual orientation, gender identity, military status, and additional categories.

Recruiting, hiring, compensation, scheduling, assignments, promotion, discipline, and separation decisions will follow all applicable anti-discrimination requirements. Tennessee employment-discrimination complaints are administered by the Civil Rights Enforcement Division of the Tennessee Attorney General's Office.

2.2 Disability and Religious Accommodation

Applicants and employees may request accommodation from [HR / ACCOMMODATION CONTACT] for disability or a sincerely held religious observance or practice. The Company will conduct an individualized review and provide accommodation where required by the controlling standard.

2.3 Pregnancy, Childbirth, and Related Medical Conditions

The Tennessee Pregnant Workers Fairness Act covers employers with fifteen or more employees. A covered employer must reasonably accommodate known medical needs arising from pregnancy, childbirth, or related medical conditions unless the accommodation would impose an undue hardship. It may not require leave when another reasonable accommodation can be provided or take adverse action because an employee requested or used an accommodation.

Possible accommodations include accessible facilities; more frequent, longer, or flexible breaks; a private place other than a bathroom stall to express milk; modified food or drink policies; seating; assistance with manual labor or lifting limits; temporary transfer to a vacant position; available light duty or job restructuring; modified equipment or workstation; modified schedules; and flexible scheduling for prenatal visits. The statute does not require creation of a new position, displacement of another employee, or measures beyond its stated limits.

The Company may request medical certification only as permitted by law and, while an employee is making a good-faith effort to obtain permitted certification, will begin a good-faith interactive process without taking adverse action based on the need for accommodation.

2.4 Lactation Breaks

For one year after a child's birth, covered employees will receive reasonable break time each time the employee needs to express breast milk and a place other than a bathroom that is shielded from view and free from intrusion. Break time is unpaid unless another rule requires pay, but it is compensable when the employee is not completely relieved from duty.

An employer with fewer than fifty employees may invoke the federal undue-hardship exception only when compliance would cause significant difficulty or expense under the statutory factors. Requests should be directed to [CONTACT].

2.5 Reporting and Non-Retaliation

Report discrimination, harassment, retaliation, wage concerns, accommodation or leave interference, safety issues, or other suspected violations to any of the following:

• [SUPERVISOR]
• [HR CONTACT]
• [ALTERNATE CONTACT OUTSIDE THE REPORTING CHAIN]

Reports may be oral or written. The Company will review reports promptly, preserve confidentiality to the extent practicable, prohibit retaliation, and take action based on the findings. Internal reporting does not require an employee to waive or delay an agency contact, charge, testimony, emergency request, or legal remedy.

3. PAY, TIMEKEEPING, AND BREAKS

3.1 Classification and Workweek

Employees are classified as [FULL-TIME / PART-TIME / TEMPORARY] and [EXEMPT / NONEXEMPT] under applicable law. The fixed workweek begins [DAY/TIME] and ends [DAY/TIME]. A title, salary, or commission arrangement alone does not determine exempt status.

3.2 Minimum Wage and Overtime

Tennessee does not establish a general state minimum wage. Covered employers must follow the federal minimum wage and overtime requirements. Unless a federal exemption or special rule applies, covered nonexempt employees receive at least the federal minimum wage and one and one-half times the regular rate for hours over forty in a workweek.

Advance approval may be required, but all work the Company requires or permits must be recorded and paid.

3.3 Timekeeping and Off-the-Clock Work

Nonexempt employees must accurately record all work, including required preparation, closing, meetings, training, remote work, and work outside a scheduled shift. Off-the-clock work is prohibited. Employees must report a missed punch, unrecorded work, or payroll error to [PAYROLL CONTACT] without fear of retaliation.

3.4 Paydays and Payment Method

The regular payday is [DAY / SCHEDULE]. Tennessee requires private-employment wages to be due and payable at least once each month. A monthly payroll generally must pay wages earned and unpaid before the first day of a month no later than the fifth day of the succeeding month; compensation earned on or after July 1, 2026 by an employee employed on a piece-work or commission basis is due by the last day of the succeeding month. For payrolls with two or more pay periods per month, statutory fifth- and twentieth-day timing rules apply. Employers covered by the posting requirement must post regular paydays in at least two conspicuous places.

Bonuses, commissions, draws, chargebacks, paid leave, and other compensation must be defined in a separate written policy or agreement that states when compensation is earned, calculated, adjusted, and paid. Prospective changes do not alter compensation already earned under the governing terms.

3.5 Meal and Rest Periods

An employee scheduled to work six consecutive hours will receive a thirty-minute unpaid meal or rest period. The period must not be scheduled during or before the first hour of scheduled work. The adult-employee exception for a workplace that, by the nature of its business, provides ample opportunity to rest or take an appropriate break may be used only after confirming it applies. Special statutory waivers and separate minor-employee rules require advance review.

Tennessee does not otherwise require additional adult rest breaks. Compensable short breaks will be paid as required, and an unpaid meal period requires the employee to be completely relieved from duty.

3.6 Wage Deductions and Offsets

Required tax, garnishment, benefit, and other lawful deductions will be administered under applicable law. An offset for an amount the employee owes the Company requires a written agreement signed before the event giving rise to the offset and retention of that agreement as required by Tenn. Code Ann. § 50-2-110.

4. LEAVE AND PROTECTED ABSENCES

4.1 Federal Family and Medical Leave

Eligible employees of a covered employer may take unpaid, job-protected federal FMLA leave for qualifying reasons. Private-sector coverage generally begins at fifty employees in twenty workweeks. Employee eligibility generally requires twelve months of employment, 1,250 hours of service in the preceding twelve months, and a worksite with fifty employees within seventy-five miles.

The FMLA generally provides up to twelve workweeks in a twelve-month period and up to twenty-six workweeks in a single twelve-month period for qualifying military-caregiver leave. Use the separate FMLA policy and required notices for eligibility, certification, benefits, intermittent leave, and restoration.

4.2 Tennessee Parental Leave

At an employer with at least one hundred permanent full-time employees at the jobsite or location, an employee who has worked for the same employer for at least twelve consecutive months as a full-time employee may take up to four months of leave for adoption, pregnancy, childbirth, and nursing an infant. For adoption, the four-month period begins when the employee receives custody of the child.

The employee should give at least three months' advance notice of the anticipated departure date, leave length, and intent to return to full-time employment. Failure to give three months' notice does not by itself forfeit statutory rights when a medical emergency requires earlier leave or notice of adoption was received less than three months in advance.

After compliant notice and return, the employee generally must be restored to the previous or a similar position with the same status, pay, length-of-service credit, and seniority, subject to the statute's limited exceptions. Leave may be paid or unpaid under Company policy. Existing benefits and rights are preserved as the statute provides, but the Company need not pay benefit costs during leave unless it does so for employees on other leaves of absence.

Where federal FMLA and Tennessee parental leave both apply, the Company will coordinate them to run concurrently to the extent permitted and will not reduce a greater right provided by controlling law.

4.3 Voting Leave

An employee entitled to vote in a Tennessee election who does not have three consecutive hours while the polls are open outside the employee's work schedule may receive a reasonable amount of paid time, up to three hours, to vote. The request must be made to [SUPERVISOR / CONTACT] before noon on the day before the election. The Company may schedule the absence consistently with Tenn. Code Ann. § 2-1-106.

4.4 Jury Service

An employee who receives a jury summons must show it to the employee's immediate supervisor on the next day the employee works. The Company will excuse the employee for each day on which jury service in a United States or Tennessee court exceeds three hours.

Unless an exception applies, the employee is entitled to usual compensation for time actually spent serving and traveling to and from jury duty. The Company may deduct the juror fee or compensation. An employer regularly employing fewer than five people and an employee hired temporarily for less than six months are exempt from the statutory compensation requirement. Employees should provide available court documentation promptly.

4.5 Military Leave and Reemployment

The Company administers military leave, benefits, non-discrimination, and reemployment under USERRA and any additional controlling Tennessee law. Employees should provide advance notice when practicable and contact [LEAVE CONTACT] for required documentation and benefit coordination.

4.6 Company-Provided Leave

Tennessee does not generally require private employers to provide vacation, holiday pay, or paid sick leave. Complete these policies before use and coordinate them with protected leave and accommodation rules:

• Vacation/PTO: [ACCRUAL / USE / CARRYOVER / PAYOUT]
• Sick leave: [ACCRUAL / USE / CARRYOVER]
• Holidays: [POLICY]
• Bereavement: [POLICY]
• Personal leave: [POLICY]

Whether unused vacation or PTO is payable at separation depends on the governing agreement or Company policy. State earning, forfeiture, and payout rules clearly and administer them consistently.

4.7 Other Protected Absences

The Company administers disability and pregnancy accommodation, lactation, voting, jury service, military service, workers' compensation, and other protected absences under applicable federal and state law. Do not add another statutory leave entitlement without confirming current controlling authority or defining it expressly as Company-provided leave.

5. WORKPLACE STANDARDS

5.1 Attendance, Safety, and Conduct

Employees must report as scheduled, follow lawful safety and work rules, accurately maintain records, protect Company and customer property, and avoid dishonesty, threats, violence, unlawful harassment, and material conflicts of interest. Call-in procedures are [METHOD / CONTACT / TIMING], subject to protected leave and accommodation rules.

Work injuries and suspected occupational illnesses must be reported promptly to [SUPERVISOR / SAFETY CONTACT]. The Company will maintain workers' compensation coverage where required and will not retaliate for a protected report or claim.

5.2 Confidential Information and Protected Activity

Employees must protect trade secrets and legitimately confidential business information. This policy does not prohibit protected reports, agency contacts, testimony, wage discussions or complaints, workers' compensation claims, consultation with counsel, or other activity protected by controlling law.

5.3 Drug and Alcohol Policy

Employees may not work while impaired or possess, use, sell, or distribute unlawful substances at work. Any testing program must be set out in a separately reviewed written policy addressing coverage, notice, collection, confirmation, confidentiality, lawful medication, safety-sensitive work, and consequences.

5.4 Smoke-Free Workplace

Smoking is prohibited in Company enclosed workplaces and other locations covered by Tennessee's Non-Smoker Protection Act. The worksite policy is [DESCRIBE, INCLUDING ANY LAWFUL DESIGNATED AREA]. Employees should report concerns to [CONTACT].

5.5 Employment Verification

The Company will complete federal Form I-9 requirements and comply with the Tennessee Lawful Employment Act. A private employer with thirty-five or more full-time-equivalent employees under the same federal employer identification number must use E-Verify for newly hired employees, including employees working outside Tennessee. Smaller covered employers must follow the current state verification or document-retention rules applicable to their workforce.

No employee may begin or continue work contrary to applicable authorization requirements. The Company will apply verification procedures consistently and without unlawful discrimination.

5.6 Technology and Company Systems

Company systems are for authorized use under the separate [INFORMATION SECURITY / ACCEPTABLE USE] policy. Monitoring will be conducted only as permitted by applicable law and Company policy. Nothing in this section prohibits protected reporting, agency contact, or other legally protected activity.

5.7 Separate Agreements

Arbitration, restrictive covenants, invention assignment, confidentiality obligations intended to survive employment, and other binding terms must be placed in separately reviewed agreements. They are not created by this Handbook.

6. CORRECTIVE ACTION AND SEPARATION

6.1 Corrective Action

Depending on the circumstances, the Company may use coaching, verbal warning, written warning, final warning, suspension, reassignment, or discharge. It may select or skip steps. This discretionary framework is not a promise of progressive discipline and does not create a notice-and-cure right.

6.2 Final Pay

When employment ends for any reason, earned and unpaid wages or salary will be paid no later than the next regular payday following separation or twenty-one days after separation, whichever occurs last. For compensation earned on or after July 1, 2026 by an employee employed on a piece-work or commission basis, that compensation is due by the last day of the succeeding month following separation under Tenn. Code Ann. § 50-2-103(g).

Unused vacation, PTO, bonuses, commissions, expenses, and other compensation are handled under the governing written policy, plan, agreement, and applicable law. Tennessee does not require payment of unused fringe benefits unless the governing policy or agreement requires it.

6.3 Return of Property

Employees must return Company property, records, credentials, and equipment by [METHOD / DEADLINE]. Any wage offset based on unreturned property requires the advance written agreement and other conditions required by law. The Company will document receipt and separately address any disputed ownership or condition issue.

7. ADMINISTRATION AND ACKNOWLEDGMENT

7.1 Conflicts

If this Handbook conflicts with controlling law, a benefit plan, a signed agreement, or a collective bargaining agreement, the controlling authority governs. Contact [HR / LEGAL] before applying a policy to an unusual coverage, wage, accommodation, verification, leave, testing, or worksite question.

7.2 Required Notices and Separate Policies

Confirm delivery and posting, as applicable:

☐ Tennessee Wage Regulations Act payday notice in at least two conspicuous places

☐ Current federal and Tennessee anti-discrimination notices

☐ Tennessee Wage Regulations Act / Child Labor Act poster

☐ Workers' compensation coverage and reporting information

☐ FMLA notices for covered employers

☐ Federal lactation-break process and location information

☐ Tennessee Lawful Employment Act procedure and records

☐ Drug-testing policy notice, if testing is used

☐ Child-labor review before employing anyone under eighteen

7.3 No Risk-Shifting Terms

This Handbook does not impose employee indemnity, a damages cap, attorney-fee shifting, an exclusive forum, arbitration, a jury waiver, a restrictive covenant, a pre-claim notice-and-cure period, or force-majeure relief from wage, leave, safety, insurance, verification, or accommodation obligations.

EMPLOYEE ACKNOWLEDGMENT

I acknowledge receipt of the [COMPANY LEGAL NAME] Employee Handbook effective [__/__/____]. I understand that:

1. I am responsible for reading the Handbook and asking [HR CONTACT] about unclear policies.
2. The Handbook is not a contract for employment for a fixed term.
3. The Company may prospectively revise policies in writing, subject to applicable law and binding agreements.
4. The corrective-action framework is discretionary unless controlling law or an authorized agreement requires otherwise.
5. Nothing in the Handbook requires me to waive or delay protected reports, agency contacts, testimony, or remedies.

Employee Name: [________________________________]

Employee Signature: [________________________________]

Date: [__/__/____]

Company Representative: [________________________________]

Date: [__/__/____]

OFFICIAL SOURCES AND IMPLEMENTATION REFERENCES

• Tennessee Secretary of State — Public Chapter 471 (2025 Human Rights Act reenactment)
• Tennessee Secretary of State — Public Chapter 745 (Tennessee Pregnant Workers Fairness Act)
• Tennessee General Assembly — Public Chapter 224 (parental-leave provisions)
• Tennessee Department of Labor and Workforce Development — Wages and Breaks
• Tennessee Department of Labor and Workforce Development — Wage Regulations Act Poster
• Tennessee Department of Labor and Workforce Development — Employment Verification
• Tennessee Attorney General — Civil Rights Enforcement Division
• Tennessee Attorney General Opinion 11-72 — Jury Duty Travel Compensation
• Tennessee Department of Human Resources — January 2026 Attendance and Leave Manual
• Tennessee Department of Labor and Workforce Development — Minimum-Wage Referral
• U.S. Department of Labor — Family and Medical Leave Act
• U.S. Department of Labor — Pump at Work