DISCLAIMER
This template is provided for general informational purposes only and does not constitute legal advice, nor does it create an attorney–client relationship. Washington statutes and regulations evolve, and additional local-ordinance requirements (e.g., Seattle, Tacoma, SeaTac) may apply. Employers must confer with qualified Washington counsel before adopting, distributing, or relying on this Employee Handbook.
EMPLOYEE HANDBOOK
(Washington State – Comprehensive Template)
[// GUIDANCE: Insert your firm’s letterhead or company logo here, if desired.]
DOCUMENT HEADER
Company: [COMPANY NAME], a [STATE OF ORGANIZATION] [corporation/LLC/etc.]
Effective Date: [EFFECTIVE DATE]
Jurisdiction: State of Washington
Purpose: This Employee Handbook (“Handbook”) sets forth the policies, procedures, and expectations governing employment with the Company and is intended to ensure compliance with applicable federal and Washington law, including but not limited to the Washington Minimum Wage Act, Paid Sick Leave Law, Paid Family & Medical Leave Act, and the Washington Law Against Discrimination.
The Company reserves the right to amend, rescind, or add to any policy herein at any time, with or without prior notice, except as otherwise required by law or by an individual written employment agreement signed by the Company’s [TITLE] and the employee.
TABLE OF CONTENTS
- Definitions
- Employment Relationship & At-Will Statement
- Equal Employment Opportunity & Anti-Discrimination
- Wage & Hour Compliance
- Employment Classification
- Timekeeping & Payroll Practices
- Employee Benefits Overview
- Leaves of Absence
- Standards of Conduct & Workplace Rules
- Health, Safety & Security
- Confidential Information, IP, & Data Security
- Conflict of Interest & Outside Employment
- Discipline & Corrective Action
- Complaint-Resolution Procedure
- Dispute Resolution & Arbitration (Optional)
- Risk Allocation (Indemnification & Liability Limits)
- Acknowledgment of Receipt
1. DEFINITIONS
For purposes of this Handbook, capitalized terms have the meanings below:
“Company” means [COMPANY NAME] and all of its parents, subsidiaries, and affiliates, collectively or individually as the context requires.
“Employee” means any individual employed by the Company, whether exempt or non-exempt, full-time, part-time, or temporary.
“Exempt Employee” means an Employee classified as exempt from overtime under the Fair Labor Standards Act (“FLSA”) and the Washington Minimum Wage Act (“MWA”), RCW 49.46.010 et seq.
“Non-Exempt Employee” means an Employee entitled to overtime premium pay under the FLSA and the MWA.
“Qualified Individual with a Disability” has the same meaning as under the Washington Law Against Discrimination (“WLAD”), RCW 49.60.040.
“Protected Leave” means any statutorily mandated leave under federal or Washington law (e.g., FMLA, PFML, Paid Sick Leave).
“Workweek” means the seven-day period beginning at [TIME & DAY], designated for overtime-calculation purposes.
[// GUIDANCE: Add or remove defined terms to fit your operations.]
2. EMPLOYMENT RELATIONSHIP & AT-WILL STATEMENT
Employment with the Company is “at will.” This means either the Employee or the Company may terminate the employment relationship at any time, with or without cause or advance notice, except as otherwise prohibited by law or as modified by a written contract signed by the Company’s [TITLE]. No oral statements can alter the at-will relationship.
3. EQUAL EMPLOYMENT OPPORTUNITY & ANTI-DISCRIMINATION
3.1 Policy Statement
The Company provides equal employment opportunity to all applicants and Employees without regard to race, color, creed, religion, national origin, sex, marital status, veteran status, sexual orientation, gender identity, pregnancy, age, disability, or any other status protected by federal, state, or local law (collectively, “Protected Characteristics”).
3.2 Applicable Law
• Washington Law Against Discrimination, RCW 49.60
• Title VII of the Civil Rights Act of 1964, 42 U.S.C. § 2000e et seq.
• Americans with Disabilities Act, 42 U.S.C. § 12101 et seq.
3.3 Reasonable Accommodation
The Company will provide reasonable accommodation to enable Qualified Individuals with a Disability or sincerely held religious beliefs to perform essential job functions, absent undue hardship.
3.4 Harassment-Free Workplace
Harassment based on any Protected Characteristic is strictly prohibited. Employees must report harassment or discrimination immediately pursuant to Section 14 (Complaint-Resolution Procedure).
4. WAGE & HOUR COMPLIANCE
4.1 Minimum Wage
The Company pays at least the greater of (a) the Washington state minimum wage under RCW 49.46 or (b) any higher applicable local minimum wage (e.g., Seattle).
4.2 Overtime
Non-Exempt Employees will be paid one-and-one-half (1.5) times their regular rate for all hours worked over 40 in a Workweek, consistent with RCW 49.46.130 and applicable local ordinances.
4.3 Meal & Rest Breaks
• Rest breaks: Paid 10-minute rest period for every four hours worked (or major portion thereof) per WAC 296-126-092.
• Meal periods: Unpaid 30-minute meal period for shifts over five hours; second meal period for shifts exceeding 10 hours.
4.4 Wage Deductions
The Company will not make any unlawful deductions. Permitted deductions require Employee’s written authorization or must be otherwise allowed by law.
4.5 Paydays & Direct Deposit
Employees are paid on a [WEEKLY/BI-WEEKLY/SEMI-MONTHLY] schedule. The Company encourages direct deposit to Employee-designated accounts.
5. EMPLOYMENT CLASSIFICATION
Employees are classified as:
a. Regular Full-Time
b. Regular Part-Time
c. Temporary/Seasonal
d. Intern/Co-Op
Each position is further designated as Exempt or Non-Exempt under Section 4.
[// GUIDANCE: Insert internal criteria (e.g., hours threshold) for each classification.]
6. TIMEKEEPING & PAYROLL PRACTICES
6.1 Accurate Time Records
Non-Exempt Employees must record actual hours worked each day via the Company’s approved timekeeping system.
6.2 Approval of Overtime
All overtime must receive prior written approval from [SUPERVISOR TITLE]. Unauthorized overtime will be paid but may result in disciplinary action.
6.3 Payroll Corrections
Employees must promptly notify [PAYROLL CONTACT] of any paycheck discrepancy; the Company will investigate and correct errors within the next regular payroll cycle when feasible.
7. EMPLOYEE BENEFITS OVERVIEW
Subject to eligibility and plan documents, the Company currently offers:
• Health, dental, and vision insurance
• Group life and disability insurance
• 401(k) or other retirement plan
• Employee Assistance Program (EAP)
• [OTHER BENEFITS]
[// GUIDANCE: List here only benefits actually offered; benefits are subject to change.]
8. LEAVES OF ABSENCE
8.1 Washington Paid Sick Leave
Employees accrue at least one hour of paid sick leave for every 40 hours worked, may carry over up to 40 hours to the following year, and may use leave for qualifying reasons under RCW 49.46.210.
8.2 Washington Paid Family & Medical Leave (PFML)
Employees may be eligible for up to 12–18 weeks of paid leave in a 52-week period through the state PFML program (RCW 50A.05). Employees must provide 30 days’ notice where foreseeable.
8.3 Federal Family & Medical Leave Act (FMLA)
Eligible Employees (12 months’ service; 1,250 hours) are entitled to up to 12 weeks of unpaid, job-protected leave in a 12-month period for qualifying reasons.
8.4 Pregnancy Disability Leave
Up to the duration of pregnancy-related disability, as required by WLAD.
8.5 Military Leave
As required by USERRA and RCW 73.16.031.
8.6 Other Statutory Leaves
The Company complies with:
• Domestic Violence Leave (RCW 49.76)
• Civil Air Patrol Leave (RCW 49.60.210)
• Jury Duty & Witness Leave (RCW 2.36.165)
[// GUIDANCE: Include any company-provided discretionary leave (e.g., PTO, volunteer days) here.]
9. STANDARDS OF CONDUCT & WORKPLACE RULES
Employees must:
a. Comply with all federal, state, and local laws.
b. Maintain a professional, respectful work environment.
c. Protect Company property and confidential information.
d. Refrain from violence, threats, harassment, or retaliation.
e. Abstain from alcohol or controlled substances in the workplace, except approved events.
f. Report safety hazards or policy violations immediately.
10. HEALTH, SAFETY & SECURITY
10.1 Safety Program
The Company maintains a safety committee and written Accident Prevention Program per WAC 296-800.
10.2 Drug-Free Workplace
The unlawful manufacture, distribution, dispensation, possession, or use of controlled substances on Company premises or during work hours is prohibited.
10.3 Workplace Violence Prevention
Zero-tolerance for threats or acts of violence. Report concerns to [SECURITY OR HR CONTACT] immediately.
10.4 Emergency Procedures
Evacuation maps are posted near exits. Periodic drills will be conducted.
11. CONFIDENTIAL INFORMATION, IP, & DATA SECURITY
11.1 Confidentiality
Employees may not disclose or use Company Confidential Information except as necessary to perform job duties. “Confidential Information” includes trade secrets, customer lists, financial data, and proprietary processes.
11.2 Intellectual Property
All inventions, discoveries, designs, or works of authorship created within the scope of employment are the exclusive property of the Company to the extent permitted by RCW 49.44.140 (Washington Inventions Assignment Law).
11.3 Data Security
Employees must follow Company IT policies, use unique passwords, and immediately report suspected data breaches.
12. CONFLICT OF INTEREST & OUTSIDE EMPLOYMENT
Employees must avoid activities or relationships that conflict, or appear to conflict, with the Company’s interests. Outside employment requires prior written approval from [HR OR SUPERVISOR] if it could interfere with job performance, create scheduling conflicts, or present competitive concerns.
13. DISCIPLINE & CORRECTIVE ACTION
The Company may employ progressive discipline—verbal warning, written warning, suspension, and termination—based on the severity or frequency of misconduct. The Company reserves discretion to skip or combine steps.
14. COMPLAINT-RESOLUTION PROCEDURE
Employees who believe they have experienced harassment, discrimination, retaliation, or any policy violation must promptly notify:
1. Their immediate supervisor; or
2. Human Resources at [HR CONTACT]; or
3. Any member of senior management if the complaint involves HR.
Reports will be investigated promptly and impartially. Retaliation is strictly prohibited.
15. DISPUTE RESOLUTION & ARBITRATION (Optional)
15.1 Governing Law
This Handbook and all employment-related disputes are governed by Washington law, except where federal law preempts.
15.2 Forum Selection
Unless Section 15.3 (Arbitration) is initiated, the parties consent to exclusive jurisdiction in the state or federal courts located in [COUNTY], Washington.
15.3 Optional Arbitration
At the Company’s election, and upon written notice to the Employee, any dispute arising out of or relating to the employment relationship shall be resolved by final and binding arbitration administered by the American Arbitration Association under its Employment Arbitration Rules then in effect.
15.4 Jury Trial Waiver
To the extent permitted by applicable law and if arbitration is not elected, the parties knowingly and irrevocably waive any right to a trial by jury in any action or proceeding arising out of the employment relationship.
15.5 Injunctive Relief
Nothing herein limits either party’s right to seek preliminary or permanent injunctive relief in a court of competent jurisdiction to prevent irreparable harm.
[// GUIDANCE: Confirm enforceability of any arbitration clause with counsel; Washington restricts mandatory arbitration for certain claims.]
16. RISK ALLOCATION (INDEMNIFICATION & LIABILITY LIMITS)
16.1 Employee Indemnification
An Employee shall indemnify and hold the Company, its officers, directors, and agents harmless from any loss, liability, or cost (including reasonable attorney fees) arising out of the Employee’s gross negligence, willful misconduct, or violation of law in the course of employment, except to the extent such indemnification is prohibited by law.
16.2 Limitation of Company Liability
To the fullest extent permitted by law, the Company’s liability to any Employee for claims arising under this Handbook shall not exceed the remedies expressly provided by applicable statutes or regulations. Nothing in this Section limits statutory rights that cannot be waived (e.g., workers’ compensation).
17. ACKNOWLEDGMENT OF RECEIPT
I acknowledge that I have received, read, and understand the Company’s Employee Handbook dated [EFFECTIVE DATE]. I understand that it is my responsibility to comply with the policies contained herein and that the Handbook is not a contract of employment. I further understand the Company reserves the right to amend, modify, or revoke any policy at any time, with or without notice, subject to applicable law.
Employee Name (Print): _________
Employee Signature: ______
Date: ____________
Company Representative: ________
[// GUIDANCE: Retain signed acknowledgments in personnel files for at least three years under RCW 49.46.070 record-keeping requirements.]