Employee Handbook

EMPLOYEE HANDBOOK — TEXAS

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 Texas. 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 and Configuration Checklist

Complete before distribution:

• Total employees: [NUMBER]
• Employees in Texas: [NUMBER]
• Texas Labor Code Chapter 21 fifteen-employee threshold met: ☐ 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
• Workers' compensation status: ☐ Subscriber ☐ Certified self-insurer ☐ Non-subscriber ☐ Special coverage rule
• Five or more employees for non-subscriber injury-reporting review: ☐ Yes ☐ No
• Employs minors: ☐ Yes ☐ No
• Collective bargaining, government-contractor, industry, or local rules: [DESCRIBE]

2. EQUAL EMPLOYMENT, ACCOMMODATION, AND REPORTING

2.1 Equal Employment Opportunity

The Company prohibits unlawful discrimination, harassment, and retaliation. Texas Labor Code Chapter 21 generally covers employers with fifteen or more employees and prohibits covered employment discrimination based on race, color, disability, religion, sex, national origin, or age. Age protection applies to individuals forty or older, and Chapter 21 separately protects genetic information.

Texas treats pregnancy, childbirth, and related medical conditions as sex discrimination and requires covered employees affected by those conditions to be treated the same for employment-related purposes as other employees who are similar in their ability or inability to work. Federal and other controlling law may provide additional protection for pregnancy, sexual orientation, gender identity, military status, and other categories.

Recruiting, hiring, compensation, scheduling, assignments, promotion, discipline, and separation decisions will follow all applicable anti-discrimination requirements.

2.2 Disability, Religion, Pregnancy, and Childbirth Accommodation

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

Under the federal Pregnant Workers Fairness Act, a covered employer must provide reasonable accommodation for known limitations related to pregnancy, childbirth, or related medical conditions unless doing so would impose an undue hardship. The Company will use an interactive process and will not require leave when another reasonable accommodation is available and required.

2.3 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. Texas separately protects a mother's right to breast-feed or express milk in a location where her presence is otherwise authorized.

2.4 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

Texas Labor Code § 62.051 adopts the federal minimum wage for covered employees. Unless a federal exemption or special rule applies, covered nonexempt employees receive at least the applicable minimum wage and one and one-half times the regular rate for hours over forty in a workweek under the FLSA.

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]. An employee exempt from the FLSA's overtime provisions must be paid at least once each month. Other employees must be paid at least twice each month. The Company will designate and conspicuously post regular paydays. If an employer fails to designate paydays, Texas law uses the first and fifteenth days of each month.

Wages will be delivered by a lawful method under the Texas Payday Law. 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 Wage Deductions

The Company will withhold or divert wages only when ordered by a court, authorized by state or federal law, or authorized in writing by the employee for a lawful purpose. A wage-deduction authorization must identify the deduction with the specificity required by the Texas Payday Law and applicable rules.

3.6 Meal and Rest Periods

Texas does not generally require private employers to provide adult employees meal or rest periods. The Company's break schedule is [POLICY]. Compensable short breaks will be paid as required, and an unpaid meal period requires the employee to be completely relieved from duty.

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 Voting Leave

An employee who has not already voted and does not have two consecutive hours to vote outside working hours while polls are open on election day will receive a reasonable period of paid time to vote. The Company may designate reasonable voting-leave hours and may use schedule flexibility consistent with Texas Election Code §§ 276.001 and 276.004.

Employees should request voting time from [CONTACT] as early as practicable and identify their work schedule and poll hours. Protected voting time will not be counted as an attendance violation.

4.3 Jury Service

Jury-service leave is job protected. The Company will not discharge, threaten, intimidate, coerce, or otherwise penalize an employee because the employee performs jury service. Employees should notify [LEAVE CONTACT] promptly and provide the summons or other court documentation.

Texas does not generally require a private employer to pay nonexempt employees for jury-service time. The Company policy is [UNPAID / PAID / PTO OPTION]. Exempt-employee salary will be administered under the FLSA salary-basis rules; jury fees may be offset only as permitted by those rules.

4.4 Military Leave and Reemployment

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

4.5 Company-Provided Leave

Texas does not generally require private employers to provide vacation, holiday pay, bereavement leave, 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 or safety leave: [POLICY]

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

4.6 Other Protected Absences

The Company administers disability and pregnancy accommodation, lactation, voting, jury service, military service, workers' compensation, witness obligations, and other protected absences under applicable federal and state law. Do not label domestic-violence, crime-victim, or another absence as a general Texas private-sector statutory leave entitlement without confirming a specific controlling route; define any broader benefit 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 not retaliate for a protected report or workers' compensation claim.

5.2 Workers' Compensation Status

Texas does not require most private employers to carry workers' compensation insurance. The Company has selected the following lawful status:

☐ Subscriber / covered employer. Coverage information and injury-reporting instructions are posted and provided as required.

☐ Certified self-insurer or approved group. Coverage information and injury-reporting instructions are posted and provided as required.

☐ Non-subscriber. The Company will file required notices, post and deliver notice of non-coverage, and make required injury, illness, and fatality reports. A non-subscriber with five or more employees must review the Division of Workers' Compensation reporting rules for lost-time injuries, known occupational illnesses, and fatalities.

This Handbook does not describe an alternative occupational-benefit plan as Texas workers' compensation coverage.

5.3 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.

5.4 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.

5.5 Weapons and Employee Vehicles

Weapons are prohibited in Company buildings and work areas except as controlling law requires otherwise. A policy addressing parking areas and employee vehicles must preserve rights under Tex. Lab. Code §§ 52.061-52.064 for lawful storage of firearms or ammunition in a locked, privately owned motor vehicle and must apply the statute's property, school, safety, and other exceptions correctly. The configured policy is [DESCRIBE].

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 the Company discharges or otherwise involuntarily separates an employee, final wages are due no later than the sixth calendar day after discharge. When an employee quits, retires, resigns, or otherwise leaves voluntarily, final wages are due no later than the next regular payday.

Fringe benefits, bonuses, and commissions follow the same schedule unless the governing written policy or agreement provides a different lawful payout schedule for that component. The Company will not hold final wages past the statutory deadline because property was not returned or a timesheet was not signed.

6.3 Return of Property

Employees must return Company property, records, credentials, and equipment by [METHOD / DEADLINE]. Any wage deduction based on unreturned property requires the written authorization 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, workers' compensation, leave, testing, weapons, or worksite question.

7.2 Required Notices and Separate Policies

Confirm delivery and posting, as applicable:

☐ Regular payday designation posted conspicuously

☐ Current federal and Texas anti-discrimination notices

☐ Texas workers' compensation coverage or non-coverage notices

☐ Non-subscriber filing and injury-reporting process, if applicable

☐ FMLA notices for covered employers

☐ Federal lactation-break process and location information

☐ Wage-deduction authorization forms

☐ 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, notice, insurance, 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

• Texas Legislature — Labor Code Chapter 21, Employment Discrimination
• Texas Legislature — Labor Code Chapter 61, Payment of Wages
• Texas Legislature — Labor Code Chapter 62, Minimum Wage
• Texas Legislature — Civil Practice and Remedies Code Chapter 122, Juror's Right to Reemployment
• Texas Legislature — Election Code Chapter 276, Miscellaneous Offenses
• Texas Legislature — Labor Code Chapter 52, Miscellaneous Restrictions
• Texas Workforce Commission — Texas Payday Law
• Texas Workforce Commission — Final Pay
• Texas Workforce Commission — Jury Duty
• Texas Workforce Commission — Voting Time Off
• Texas Workforce Commission — Employment Discrimination
• Texas Department of Insurance — Workers' Compensation Non-Subscribers
• U.S. Department of Labor — Family and Medical Leave Act
• U.S. Department of Labor — Pump at Work