EMPLOYEE HANDBOOK
Commonwealth of Virginia
Effective Date: [____]
Issued By: [Full Legal Name of Employer], a [State of Formation] [Entity Type] with principal offices at [Address] (the “Company”).
[// GUIDANCE: This template is intentionally comprehensive. Delete any policy that does not apply to your workplace and complete every bracketed placeholder before issuing to employees.]
TABLE OF CONTENTS
- Document Header & Recitals
- Definitions
- At-Will Employment & Handbook Disclaimer
- Employment Classifications
- Recruitment, Immigration & New-Hire Documentation
- Wage & Hour Compliance (VA & Federal)
- Timekeeping, Payroll & Pay Practices
- Benefits & Leave of Absence Policies
- Workplace Conduct & Anti-Discrimination Policies
- Health, Safety & Emergency Procedures
- Confidentiality, Data Security & Intellectual Property
- Conflicts of Interest & Outside Activities
- Use of Company Property & Technology
- Alcohol, Drugs & Contraband
- Discipline, Corrective Action & Termination
- Risk Allocation (Indemnification & Liability Limits)
- Dispute Resolution
- General Provisions
- Acknowledgment of Receipt
1. DOCUMENT HEADER & RECITALS
1.1 Purpose. This Employee Handbook (the “Handbook”) sets forth the principal employment policies, practices and procedures of the Company and is intended to comply with all applicable federal laws, the laws of the Commonwealth of Virginia, and local ordinances.
1.2 Consideration. Access to employment, compensation, benefits and continued employment constitute good and valuable consideration for each Employee’s agreement to be bound by this Handbook.
1.3 Jurisdiction. All employment matters shall be governed by the laws of the Commonwealth of Virginia, except where pre-empted by federal law.
2. DEFINITIONS
“ADA” means the federal Americans with Disabilities Act, as amended.
“Disability Leave” has the meaning set forth in Section 8.4.
“Employee” means any individual employed by the Company, whether full-time, part-time, exempt or non-exempt.
“FLSA” means the federal Fair Labor Standards Act, 29 U.S.C. § 201 et seq.
“Protected Class” means any class protected under Title VII of the Civil Rights Act of 1964, the Virginia Human Rights Act (Va. Code Title 2.2, Ch. 39), and other applicable anti-discrimination statutes.
“VHRA” means the Virginia Human Rights Act.
[Add additional defined terms as needed.]
3. AT-WILL EMPLOYMENT & HANDBOOK DISCLAIMER
3.1 At-Will Relationship. Employment with the Company is “at-will.” Either the Employee or the Company may terminate the employment relationship at any time, with or without cause or advance notice, except as otherwise provided by law.
3.2 Non-Contractual Nature. This Handbook is not a contract, express or implied, and does not guarantee employment for any period of time.
3.3 Amendments. The Company reserves the right to interpret, modify, suspend, or terminate any policy in this Handbook at any time, in its sole discretion, consistent with applicable law.
4. EMPLOYMENT CLASSIFICATIONS
4.1 Exempt vs. Non-Exempt. Employees are classified pursuant to the FLSA and corresponding Virginia law.
4.2 Full-Time, Part-Time, Temporary, Seasonal. See offer letter or latest classification notice.
4.3 Remote & Hybrid. Remote work arrangements require prior written approval and are governed by the Remote Work Addendum.
5. RECRUITMENT, IMMIGRATION & NEW-HIRE DOCUMENTATION
5.1 Equal Opportunity. The Company recruits, hires and promotes without regard to any Protected Class.
5.2 Form I-9 & E-Verify. All candidates must establish work authorization in the United States.
5.3 Background & Reference Checks. Subject to the Fair Credit Reporting Act and Virginia law.
6. WAGE & HOUR COMPLIANCE (VA & FEDERAL)
6.1 Minimum Wage. The Company pays at least the higher of the Virginia Minimum Wage Act rate (Va. Code Title 40.1) or the federal minimum wage.
6.2 Overtime. Non-exempt Employees are paid 1.5 times their regular rate for all hours worked over forty (40) in any workweek pursuant to the FLSA and Va. Code § 40.1-29.
6.3 Pay Frequency. Employees are paid [WEEKLY/BI-WEEKLY/SEMI-MONTHLY] in compliance with Va. Code § 40.1-29.
6.4 Timekeeping. Accurate daily time records are mandatory. Altering, falsifying or tampering with time records is grounds for immediate discipline.
6.5 Meal & Rest Breaks. Non-exempt Employees are provided meal and rest breaks in accordance with Company policy and applicable law.
6.6 Payroll Deductions. Only lawful deductions will be made, including payroll taxes, court-ordered garnishments, and voluntary deductions authorized in writing.
7. TIMEKEEPING, PAYROLL & PAY PRACTICES
7.1 Reporting Errors. Employees must report pay discrepancies within five (5) business days.
7.2 Direct Deposit. The Company encourages electronic direct deposit; paper checks are available upon request, consistent with Va. Code § 40.1-29.
7.3 Expense Reimbursements. Reimbursable business expenses must be documented and submitted within thirty (30) days.
8. BENEFITS & LEAVE OF ABSENCE POLICIES
8.1 Health & Welfare Benefits. Eligible Employees may participate in Company-sponsored medical, dental, vision and other plans, subject to plan documents.
8.2 Family & Medical Leave (FMLA). Employees who have completed twelve (12) months of service and 1,250 hours in the preceding twelve (12) months may be eligible for up to twelve (12) weeks of unpaid, job-protected leave in a rolling 12-month period.
8.3 Virginia Pregnancy Accommodation. The Company provides reasonable accommodations for pregnancy, childbirth or related medical conditions as required by Va. Code § 2.2-3909.
8.4 Disability Leave. Short-term and long-term disability benefits, if elected, are governed by the insurer’s policy documents.
8.5 Military Leave. Protected under USERRA and Virginia law.
8.6 Crime Victim Leave. Unpaid leave is available for court appearances or related appointments in accordance with Va. Code § 40.1-28.7:2.
8.7 Jury & Witness Duty. Employees will be granted unpaid leave for required service; exempt Employees will not incur deductions for partial-week absences.
8.8 Voting Leave. Up to two (2) hours of unpaid leave to vote when polls are not open at least two (2) hours before or after the Employee’s schedule.
8.9 Bereavement Leave. [____] days of paid leave per immediate family bereavement, subject to supervisor approval.
8.10 Paid Time Off (PTO). Accrues at [RATE] and may be carried over or paid out at separation only as required by law or Company policy.
[// GUIDANCE: Add any local sick leave ordinances if applicable to your worksites.]
9. WORKPLACE CONDUCT & ANTI-DISCRIMINATION POLICIES
9.1 Equal Employment Opportunity. The Company prohibits discrimination against any applicant or Employee based on any Protected Class.
9.2 Harassment-Free Workplace. Harassment, including sexual harassment, is strictly prohibited.
9.3 Reporting Procedure. Employees should report violations to [Human Resources/Hotline] without fear of retaliation.
9.4 Investigation. All complaints will be investigated promptly and impartially; confidentiality will be maintained to the extent possible.
9.5 Reasonable Accommodation. Requests for disability or religious accommodation should be directed to Human Resources.
10. HEALTH, SAFETY & EMERGENCY PROCEDURES
10.1 OSHA Compliance. Employees must comply with all Occupational Safety and Health Administration regulations.
10.2 Workplace Violence Prevention. Zero-tolerance policy for threats or acts of violence.
10.3 Emergency Evacuation. Evacuation routes are posted at each facility. Drills will be conducted at least annually.
11. CONFIDENTIALITY, DATA SECURITY & INTELLECTUAL PROPERTY
11.1 Confidential Information. Employees shall not disclose or misuse proprietary information obtained during employment.
11.2 Data Security. Use multi-factor authentication and Company-approved devices to access Company systems.
11.3 Intellectual Property Assignment. All work product created within the scope of employment is the exclusive property of the Company.
12. CONFLICTS OF INTEREST & OUTSIDE ACTIVITIES
12.1 Duty of Loyalty. Employees must avoid activities that conflict with Company interests.
12.2 Outside Employment. Prior written approval is required for any outside employment.
12.3 Gifts & Entertainment. Accepting gifts exceeding [$____] in value requires Compliance Officer approval.
13. USE OF COMPANY PROPERTY & TECHNOLOGY
13.1 Equipment. Company equipment must be used for business purposes only.
13.2 Monitoring. The Company reserves the right to monitor, access and disclose all data on Company systems.
13.3 Social Media. Employees must include a disclaimer that opinions are personal when identifying as Company employees online.
14. ALCOHOL, DRUGS & CONTRABAND
14.1 Drug-Free Workplace. Possession, use or distribution of illegal drugs is prohibited.
14.2 Alcohol. Consumption of alcohol on Company premises or during work hours is prohibited except at Company-approved events.
14.3 Testing. The Company may require drug or alcohol testing where permitted by law.
15. DISCIPLINE, CORRECTIVE ACTION & TERMINATION
15.1 Progressive Discipline. The Company may utilize verbal warnings, written warnings, suspension and termination; however, the Company reserves the right to omit steps as circumstances warrant.
15.2 Involuntary Termination. Grounds include, but are not limited to, performance deficiencies, misconduct, violation of Company policy, or economic necessity.
15.3 Resignation. Employees are requested to provide at least two (2) weeks’ written notice.
15.4 Final Pay. Final wages will be paid on or before the next regular payday or as otherwise required by Va. Code § 40.1-29.
16. RISK ALLOCATION (INDEMNIFICATION & LIABILITY LIMITS)
16.1 Employee Indemnification. To the fullest extent permitted by law, an Employee shall indemnify and hold the Company, its affiliates, officers, directors and agents harmless from any loss, liability, damage, cost or expense (including reasonable attorneys’ fees) arising out of the Employee’s willful misconduct, gross negligence, or violation of law or Company policy.
16.2 Limitation of Liability. Nothing in this Handbook shall be construed to waive any immunity or limit of liability afforded to the Company under the Virginia Tort Claims Act or other applicable statutes.
17. DISPUTE RESOLUTION
17.1 Internal Resolution. Employees should first seek resolution through Human Resources.
17.2 Optional Arbitration. At the Company’s election, and upon written notice to the Employee, disputes may be submitted to binding arbitration administered by [American Arbitration Association] under its Employment Arbitration Rules. Participation is voluntary for the Employee.
17.3 Governing Law & Forum. The laws of the Commonwealth of Virginia govern. Unless the parties agree to arbitration, the exclusive forum shall be the state courts located in [County], Virginia.
17.4 Jury Trial. Nothing herein shall be construed to require a waiver of any constitutional right to a jury trial.
17.5 Injunctive Relief. The Company may seek temporary or preliminary injunctive relief only to the limited extent necessary to prevent irreparable harm pending resolution of a dispute.
18. GENERAL PROVISIONS
18.1 Amendments & Waivers. Only the [President/HR Director] may issue written amendments; oral statements do not modify this Handbook.
18.2 Severability. If any provision is found unenforceable, the remaining provisions shall remain in full force.
18.3 Successors & Assigns. This Handbook inures to the benefit of the Company’s successors and assigns.
18.4 Integration. This Handbook supersedes all prior versions.
18.5 Electronic Signatures. Electronic acknowledgment and signatures have the same legal effect as originals under the Uniform Electronic Transactions Act.
19. ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received, read, and understand the Company’s Employee Handbook dated [____] and agree to abide by its terms and conditions. I understand that this Handbook does not constitute a contract of employment and that my employment is at-will.
| Employee Name (print) | Signature | Date |
|---|---|---|
| Company Representative (print) | Title | Signature | Date |
|---|---|---|---|
[// GUIDANCE: Retain signed acknowledgments for a minimum of four (4) years or as required by Va. Code § 40.1-51.4:4 and federal record-keeping regulations.]