Sample Employee Handbook for Small Business

EMPLOYEE HANDBOOK [Company Name] Effective Date: [Month, Year] Version: 1.0 ================================================================================ WELCOME ================================================================================ Welcome to [Company Name]. We are glad you are here. This handbook describes how we work, what we expect from each other, and what you can expect from us. Please read it carefully. This handbook is a reference, not a contract. Employment at [Company Name] is at-will, which means either party may end the employment relationship at any time, for any reason, with or without notice. Nothing in this handbook changes that. If you have questions about any policy, ask [Owner/Manager Name] directly. [Owner/Founder Name] [Title], [Company Name] ================================================================================ SECTION 1: ABOUT [COMPANY NAME] ================================================================================ Our Story --------- [2-3 sentences about how the company started and what it does.] Our Mission ----------- [One sentence: what the company exists to do.] Our Values ---------- [List 3-5 values. Keep them honest, not aspirational. Example: - We do what we say we will do. - We treat clients and coworkers with respect. - We communicate directly and clearly. - We take ownership of our mistakes. - We support each other to do our best work.] ================================================================================ SECTION 2: EMPLOYMENT POLICIES ================================================================================ 2.1 At-Will Employment ----------------------- Your employment with [Company Name] is at-will. Either you or [Company Name] may terminate the employment relationship at any time, for any reason or no reason, with or without advance notice. Nothing in this handbook, any other company document, or any oral statement creates a contract of employment for a specific period or promises continued employment. This at-will relationship may only be changed by a written agreement signed by both you and [Owner/CEO Name]. 2.2 Equal Employment Opportunity --------------------------------- [Company Name] is an equal opportunity employer. We do not discriminate in hiring, promotion, compensation, or any other term or condition of employment on the basis of race, color, religion, sex, national origin, age, disability, genetic information, veteran status, sexual orientation, gender identity, or any other characteristic protected by applicable federal, state, or local law. This policy applies to all employment decisions including recruiting, hiring, placement, promotion, termination, transfer, leave, compensation, and training. Employees who believe they have experienced discrimination should report it to [Contact Name/Owner] immediately. Reports will be investigated promptly and confidentially. Retaliation against anyone who reports discrimination in good faith is prohibited. 2.3 Anti-Harassment Policy ---------------------------- [Company Name] is committed to a workplace free from harassment. Harassment on the basis of any protected characteristic is prohibited. This includes sexual harassment. Sexual harassment includes: unwelcome sexual advances, requests for sexual favors, and verbal or physical conduct of a sexual nature that creates a hostile or offensive work environment or affects employment decisions. All forms of workplace harassment are prohibited, including harassment via text, email, or social media. If you experience or witness harassment, report it immediately to [Contact Name] or [Alternate Contact]. Reports will be investigated confidentially. Retaliation against anyone who reports harassment is prohibited and may result in termination. 2.4 Accommodation and Disability ---------------------------------- [Company Name] provides reasonable accommodations to qualified employees with disabilities, as required by the Americans with Disabilities Act and applicable state law. If you need an accommodation, contact [Owner/Manager Name] to discuss available options. ================================================================================ SECTION 3: WORK HOURS AND ATTENDANCE ================================================================================ 3.1 Standard Work Hours ------------------------ Standard business hours are [X:00 AM to X:00 PM], [Days of week]. [If applicable: Flexible scheduling is available with manager approval.] [If applicable: Remote or hybrid work arrangements are described in Section X.] 3.2 Attendance and Punctuality -------------------------------- Regular attendance and punctuality are essential. If you will be late or absent, notify [Manager Name] by [time] via [phone/text/Slack]. Excessive absenteeism or unexcused absences may result in disciplinary action up to and including termination. 3.3 Overtime ------------- Non-exempt employees who work more than 40 hours in a workweek will be paid overtime at 1.5x their regular rate, consistent with applicable federal and state law. All overtime must be pre-approved by [Manager Name]. [California note: Non-exempt employees in California are entitled to overtime after 8 hours in a workday in addition to the 40-hour weekly threshold.] ================================================================================ SECTION 4: COMPENSATION AND BENEFITS ================================================================================ 4.1 Pay Schedule ----------------- [Company Name] pays employees [weekly/bi-weekly/semi-monthly/monthly] on [day(s) of week/month]. Pay is delivered via [direct deposit/check]. 4.2 Pay Transparency --------------------- [If applicable in your state - required in CA, CO, NY, WA, IL and others:] [Company Name] complies with applicable pay transparency laws. The pay range for your position was disclosed at hire. We do not prohibit employees from discussing their compensation with coworkers. 4.3 Benefits ------------- [Company Name] currently offers the following benefits to eligible employees: Health Insurance: [Description or "Not currently offered"] Dental/Vision: [Description or "Not currently offered"] Retirement: [Description or "Not currently offered"] Paid Time Off: See Section 5 Other: [Any additional perks] Eligibility and enrollment details will be provided separately. Benefits are subject to change. ================================================================================ SECTION 5: TIME OFF AND LEAVE ================================================================================ 5.1 Paid Time Off (PTO) ------------------------ [Option A - Accrual system:] Employees accrue [X] days of PTO per [month/year] of employment. PTO may be used for vacation, personal time, or illness. Accrual begins on [first day/90-day anniversary]. Maximum accrual is [X] days. [Option B - Flat allotment:] Full-time employees receive [X] days of PTO per calendar year, available on [January 1/hire date anniversary]. PTO requests should be submitted to [Manager Name] at least [X] days in advance for planned time off. Approval is subject to business needs. Unused PTO [is/is not] paid out at separation. [Note: California requires payout of accrued PTO. Check your state requirements.] 5.2 Sick Leave --------------- [If your state mandates paid sick leave, include specific policy here. Examples:] [California: Employees accrue 1 hour of paid sick leave for every 30 hours worked, up to 5 days per year, for any qualifying reason.] [New York: [Company Name] provides [X] days of paid sick leave per year consistent with New York Paid Sick Leave Law requirements.] [All other states: Employees may use accrued PTO for illness. [Or: X sick days are provided separately from PTO.]] 5.3 Holidays ------------- [Company Name] observes the following paid holidays: [List holidays] 5.4 Family and Medical Leave ------------------------------ Employees at locations with 50 or more employees are eligible for up to 12 weeks of unpaid, job-protected leave per year under the federal Family and Medical Leave Act (FMLA) after 12 months of employment. [Adjust if you have fewer than 50 employees - FMLA does not apply, but state laws may.] [State-specific additions as applicable:] [California: Eligible employees may also be entitled to leave under the California Family Rights Act and California Paid Family Leave.] [Washington: Employees may be eligible for Washington Paid Family and Medical Leave.] 5.5 Bereavement Leave ---------------------- [Company Name] provides [X] days of paid leave for the death of an immediate family member (spouse, child, parent, sibling). Additional time off may be available at manager discretion. ================================================================================ SECTION 6: CODE OF CONDUCT ================================================================================ 6.1 Professional Standards ---------------------------- All employees are expected to conduct themselves professionally in all work-related activities, including interactions with colleagues, clients, and vendors. Expected conduct includes: treating others with respect, maintaining confidentiality, following workplace safety procedures, adhering to attendance and schedule requirements, and complying with all applicable laws and company policies. Note: The conduct standards in this handbook are intended to address legitimate business interests and apply to the extent permitted by applicable law. Nothing in this section restricts employees' rights under the National Labor Relations Act, including the right to discuss wages, hours, and working conditions with coworkers. 6.2 Disciplinary Process -------------------------- [Company Name] may take disciplinary action for violations of company policy, unsatisfactory performance, or conduct that adversely affects the workplace. Disciplinary action may include verbal warning, written warning, suspension, or termination. [Company Name] reserves the right to skip steps in this process depending on the severity of the situation. 6.3 Workplace Violence ----------------------- [Company Name] has zero tolerance for workplace violence, threats, or intimidating behavior. Report any threats or incidents immediately to [Owner/Manager Name] or, in an emergency, call 911. ================================================================================ SECTION 7: TECHNOLOGY AND AI USE ================================================================================ 7.1 Company Devices and Systems --------------------------------- Company-owned devices, software, and systems are provided for business use. Personal use is permitted in moderation provided it does not interfere with job performance or create security risks. Employees should have no expectation of privacy on company-owned devices or systems. [Company Name] reserves the right to monitor use consistent with applicable law. 7.2 Social Media ----------------- Employees may use personal social media during non-work hours. Do not post confidential company information, client data, or content that could harm [Company Name]'s reputation. This policy does not prohibit employees from discussing wages, hours, or working conditions with coworkers, consistent with NLRA rights. 7.3 AI Tools ------------- Employees may use AI-powered tools for work tasks with manager approval. Do not input the following into AI tools without explicit approval: confidential client information, employee personal data, proprietary business processes, or financial information. Any work product generated with AI assistance must be reviewed and verified for accuracy before use or delivery to clients. ================================================================================ SECTION 8: REMOTE AND HYBRID WORK ================================================================================ [Include only if applicable. Delete this section if all employees work on-site.] 8.1 Eligibility ---------------- Remote or hybrid work arrangements are available to eligible employees with manager approval. Eligibility is based on role requirements, performance, and business needs. 8.2 Expectations ----------------- Remote employees are expected to: maintain regular work hours, be reachable during core hours ([X:00 AM - X:00 PM]), attend required meetings via video, maintain a safe and productive workspace, and protect the confidentiality of company and client information. 8.3 Equipment -------------- [Company Name] [will/will not] provide equipment for remote work. Employees using personal equipment are responsible for its security and maintenance. ================================================================================ SECTION 9: CONFIDENTIALITY AND INTELLECTUAL PROPERTY ================================================================================ 9.1 Confidential Information ------------------------------ Employees may have access to confidential information including client lists, pricing, business strategies, financial data, and employee information. Employees must protect this information during and after employment. Do not discuss, share, or use confidential information for personal benefit or outside of legitimate business purposes. 9.2 Intellectual Property -------------------------- Work created by employees during their employment that relates to company business belongs to [Company Name]. This includes work created on personal time using company resources or based on company information. ================================================================================ SECTION 10: HEALTH AND SAFETY ================================================================================ 10.1 General Safety -------------------- [Company Name] is committed to providing a safe workplace. Employees must follow all safety procedures and report unsafe conditions immediately to [Manager Name]. [For businesses with 10+ employees, OSHA requirements apply. Include specific safety procedures relevant to your industry here.] 10.2 Workers' Compensation ---------------------------- [Company Name] maintains workers' compensation insurance as required by law. Report any work-related injury or illness immediately to [Manager Name]. Failure to report promptly may affect your eligibility for benefits. 10.3 Drug and Alcohol Policy ------------------------------ Employees must not report to work or operate company vehicles under the influence of alcohol or controlled substances. [Company Name] may require drug testing consistent with applicable law. [Note: If you operate in a state with cannabis legalization, consult an attorney about how to address marijuana use in your policy.] ================================================================================ SECTION 11: PERFORMANCE AND DEVELOPMENT ================================================================================ 11.1 Performance Reviews ------------------------- [Company Name] conducts [annual/semi-annual] performance reviews. Your manager will discuss your performance, set goals, and provide feedback. Performance reviews may inform compensation decisions. 11.2 Development Opportunities -------------------------------- [Company Name] supports employee growth through [list what you actually offer: training budget, conference attendance, mentorship, internal advancement, etc.]. Discuss development goals with your manager. ================================================================================ SECTION 12: SEPARATION FROM EMPLOYMENT ================================================================================ 12.1 Resignation ----------------- Employees who resign are asked to provide [two weeks/30 days] written notice. [Company Name] reserves the right to accept resignation immediately and pay out the notice period in lieu of continued employment. 12.2 Final Pay --------------- Final pay will be provided consistent with applicable state law. [Note: California, Colorado, and several other states require final pay on the last day of employment.] 12.3 Return of Company Property --------------------------------- Upon separation, employees must return all company property including equipment, keys, access cards, and documents. Failure to return property may result in deductions from final pay to the extent permitted by law. 12.4 References ---------------- [Company Name]'s policy is to confirm dates of employment and job title only for reference requests. [Or: Managers may provide references with employee permission.] ================================================================================ HANDBOOK ACKNOWLEDGMENT ================================================================================ I acknowledge that I have received and read the [Company Name] Employee Handbook. I understand that: 1. This handbook describes current company policies and may be updated at any time. 2. This handbook is not a contract of employment and does not guarantee employment for any specific period. 3. My employment with [Company Name] is at-will. 4. I am responsible for reading, understanding, and complying with the policies in this handbook. 5. I may ask my manager if I have questions about any policy. Employee Name (Print): _______________________________________ Employee Signature: _______________________________________ Date: _______________________________________ Manager / Owner Signature: _______________________________________ Date: _______________________________________

EMPLOYEE HANDBOOK ACKNOWLEDGMENT FORM [Company Name] ================================================================================ This form documents that the employee named below has received, read, and understood the [Company Name] Employee Handbook. Employee Information -------------------- Name: _______________________________________ Position/Title: _______________________________________ Department: _______________________________________ Start Date: _______________________________________ Date Handbook Received: _______________________________________ Handbook Version/Date: _______________________________________ Acknowledgment -------------- By signing below, I confirm that: 1. I have received a copy of the [Company Name] Employee Handbook dated [Version/Date]. 2. I have read and understood the handbook, or have been given the opportunity to read and ask questions about it. 3. I understand that this handbook describes current company policies, which may be changed at any time at the company's discretion. 4. I understand that this handbook is NOT an employment contract and does not guarantee employment for any specific period. 5. I understand that my employment with [Company Name] is at-will, meaning either party may end the employment relationship at any time, for any reason, with or without notice. 6. I agree to comply with the policies and standards described in this handbook. 7. I understand that violation of company policies may result in disciplinary action up to and including termination. Specific Policy Acknowledgments -------------------------------- Please initial next to each policy area to confirm you have reviewed it: _____ Equal Employment Opportunity and Anti-Harassment Policy (Section 2) _____ Code of Conduct (Section 6) _____ Technology and AI Use Policy (Section 7) _____ Confidentiality Policy (Section 9) [Add/remove based on your handbook sections] Signatures ---------- Employee Name (Print): _______________________________________ Employee Signature: _______________________________________ Date: _______________________________________ Received and filed by: _______________________________________ Date: _______________________________________ ================================================================================ FOR EMPLOYER USE ONLY Original stored in: [ ] Employee File [ ] HR System [ ] Other: __________ Electronic signature captured: [ ] Yes [ ] No Date filed: _______________________________________ Filed by: _______________________________________ ================================================================================ Note: Retain this form for the duration of employment plus [3-7] years after separation, consistent with your state's record retention requirements.

SAMPLE POLICY LANGUAGE LIBRARY Copy, customize, and insert into your handbook ================================================================================ POLICY 1: AT-WILL EMPLOYMENT ================================================================================ Your employment with [Company Name] is at-will, which means that either you or [Company Name] may terminate the employment relationship at any time, for any reason or no reason, with or without advance notice. Nothing in this handbook, any other company document, or any oral statement creates a contract of employment for a specific period or promises continued employment. This at-will relationship exists regardless of any other written statements or policies in this handbook, and may only be changed by a written agreement signed by you and the [Owner/CEO] of [Company Name]. LEGAL NOTE: This language is standard and enforceable in all US states except Montana (which has a "wrongful discharge" statute). Use this verbatim. ================================================================================ POLICY 2: EQUAL EMPLOYMENT OPPORTUNITY ================================================================================ [Company Name] is an equal opportunity employer. We do not discriminate in hiring, promotion, compensation, or any other term or condition of employment on the basis of race, color, religion, sex, national origin, age, disability, genetic information, veteran status, sexual orientation, gender identity, or any other characteristic protected by applicable federal, state, or local law. This policy applies to all employment decisions, including recruiting, hiring, placement, promotion, termination, transfer, leave of absence, compensation, and training. [Company Name] is committed to providing a work environment free from discrimination and harassment. Any employee who believes they have been subject to discrimination should report it immediately to [Contact Name/Owner]. Reports will be investigated promptly and confidentially. Retaliation against anyone who reports discrimination or participates in an investigation is strictly prohibited and may result in termination. ================================================================================ POLICY 3: ANTI-HARASSMENT AND SEXUAL HARASSMENT ================================================================================ [Company Name] prohibits harassment of any kind, including sexual harassment and harassment based on any protected characteristic under applicable law. Harassment includes unwelcome conduct that creates an intimidating, hostile, or offensive work environment, or that unreasonably interferes with an employee's work performance. Sexual harassment includes: unwelcome sexual advances, requests for sexual favors, and verbal or physical conduct of a sexual nature when submission is made a condition of employment, submission or rejection affects employment decisions, or the conduct creates a hostile work environment. Prohibited conduct includes but is not limited to: offensive verbal comments or jokes, displaying offensive images, unwanted physical contact, or offensive communications via text, email, or social media. All employees must report harassment to [Contact Name] immediately. [Company Name] will investigate all complaints promptly and confidentially. Retaliation against anyone who reports harassment or participates in an investigation is strictly prohibited and may result in termination. [Required in California: Employees who experience harassment may also contact the California Civil Rights Department at (800) 884-1684 or the EEOC at (800) 669-4000.] ================================================================================ POLICY 4: PAID TIME OFF (PTO) ================================================================================ VERSION A - Accrual System: Full-time employees accrue [X] hours of PTO per pay period, equivalent to [X] days per year. PTO accrual begins on the first day of employment. Employees may use accrued PTO for vacation, illness, personal time, or any other reason. Maximum accrual is [X] days. Once the maximum is reached, no additional PTO will accrue until the balance is reduced. [Company Name] [does/does not] pay out unused accrued PTO upon separation. [IMPORTANT: California, Colorado, and several other states prohibit "use it or lose it" PTO policies. If you operate in these states, PTO must either carry over or be paid out at separation.] VERSION B - Fixed Annual Allotment: Full-time employees receive [X] days of PTO per calendar year, provided on [January 1/hire anniversary]. Unused PTO does not carry over to the following year. [Company Name] [does/does not] pay out unused PTO upon separation. Requesting Time Off: PTO requests must be submitted to [Manager Name] at least [X business days] in advance for planned absences. Emergency absences should be communicated as soon as possible. Approval is subject to business needs. ================================================================================ POLICY 5: CODE OF CONDUCT ================================================================================ [Company Name] expects all employees to conduct themselves professionally in all work-related activities and to treat colleagues, clients, and vendors with respect. Standards of conduct include: maintaining confidentiality, following safety procedures, adhering to attendance requirements, using company resources appropriately, complying with applicable laws and policies, and representing the company professionally. REQUIRED NLRA CARVE-OUT (include exactly as written): Nothing in this Code of Conduct is intended to restrict or prohibit employees from exercising their rights under Section 7 of the National Labor Relations Act, including the right to discuss wages, hours, and working conditions with coworkers, engage in concerted activity for mutual aid or protection, or organize or join a union. ================================================================================ POLICY 6: TECHNOLOGY AND AI USE ================================================================================ Company Technology: Company-owned devices, software, email systems, and networks are provided for business purposes. Limited personal use is permitted provided it does not interfere with job duties, consume excessive company resources, or create security or legal risks. Employees have no expectation of privacy on company-owned systems. Social Media: Employees may use personal social media outside of work hours. Do not post confidential company information, disclose client data, or make statements that could harm the company's reputation or relationships. This policy does not restrict employees from discussing wages, hours, or working conditions with coworkers as protected by the NLRA. AI Tools Policy: AI-powered tools may be used for work tasks with manager approval. The following information must NOT be entered into any AI tool without explicit written approval: client names, contact information, or confidential client data; employee personal information including names, salaries, or performance data; proprietary business processes, pricing, or financial information; any information subject to confidentiality agreements. Work product created with AI assistance must be reviewed and verified for accuracy before use or delivery to clients. Employees are responsible for the accuracy of AI-generated work they submit. ================================================================================ POLICY 7: REMOTE AND HYBRID WORK ================================================================================ [Include only if applicable] Eligibility: Remote or hybrid work is available to eligible employees based on role requirements, performance history, and business needs. Remote arrangements require written approval from [Manager/Owner Name] and may be modified or revoked at any time. Expectations for Remote Employees: - Maintain regular scheduled hours unless otherwise agreed - Be available and responsive during core hours: [X:00 AM to X:00 PM, days] - Maintain a safe, distraction-free, and professional workspace - Attend required meetings via video with camera on (unless technically not possible) - Protect the confidentiality of company information and client data - Report equipment issues or workspace safety concerns promptly Equipment and Expenses: [Company Name] [will/will not] provide equipment for approved remote work. Employees using personal equipment are responsible for security and maintenance. [Address expense reimbursement per your state's laws - California has specific requirements.] ================================================================================ POLICY 8: CONFIDENTIALITY ================================================================================ Employees may have access to confidential information including but not limited to: client lists and contact information, pricing and contract terms, business strategies and financial data, proprietary processes and systems, and personnel information. Employees must protect confidential information during employment and following separation. Do not discuss, disclose, or use confidential information except as required for legitimate business purposes or as required by law. Upon separation, employees must return all materials containing confidential information and cease use of any confidential information. LEGAL NOTE: This policy covers confidential business information. It does not restrict employees from discussing wages, hours, or working conditions with coworkers (NLRA-protected activity), filing complaints with government agencies, reporting illegal activity, or exercising any other legally protected right.

STATE COMPLIANCE CHECKLIST FOR EMPLOYEE HANDBOOKS Review before finalizing your handbook ================================================================================ FEDERAL REQUIREMENTS (All Employers) ================================================================================ All US employers must include or address: [ ] At-will employment disclaimer (in all states except Montana) [ ] Equal Employment Opportunity (EEO) policy - Federal law covers: race, color, religion, sex, national origin, age (40+), disability, genetic information, veteran status - Applies to employers with 15+ employees for most provisions - Applies to employers with 20+ employees for age discrimination (ADEA) [ ] Anti-harassment policy (EEOC strongly recommends for all employers) [ ] FMLA notice (required if you have 50+ employees within 75 miles) [ ] USERRA policy (if any employees serve in the military) [ ] Workers' compensation notice (state-specific, required in all states) [ ] Safety policy referencing OSHA compliance (required for 10+ employees) ================================================================================ CALIFORNIA ================================================================================ Applies to employers with 5+ employees unless noted: [ ] Sexual harassment prevention policy (MANDATORY for 5+ employees) [ ] Bereavement leave policy (5+ employees, AB 1949 effective 2023) [ ] Paid sick leave policy - minimum 5 days/40 hours per year (all employers) [ ] Lactation accommodation policy (all employers) [ ] California Family Rights Act (CFRA) notice (5+ employees) [ ] Pay scale disclosure policy - required in job postings (15+ employees) [ ] Domestic violence/sexual assault/stalking leave notice (25+ employees) [ ] WARN Act notice policy (100+ employees) [ ] At-will disclaimer must be very clear - CA courts scrutinize handbook language KEY: California prohibits "use it or lose it" PTO. Accrued PTO must carry over or be paid out at separation. Do NOT use standard PTO templates without CA review. ================================================================================ NEW YORK ================================================================================ [ ] Sexual harassment prevention policy - MANDATORY for ALL employers (Use NY model policy or equivalent from ny.gov/combating-sexual-harassment) [ ] Annual sexual harassment training documentation system [ ] NY Paid Sick Leave policy (all employers - amount varies by size) [ ] Nursing mothers accommodation policy (all employers) [ ] NY Paid Family Leave policy (most employers with 1+ employee) [ ] Wage theft prevention notice (included in offer letters, not handbook) [ ] Pregnancy accommodation policy (all employers) [ ] Pay transparency - NYC employers must include pay ranges in job postings (4+ employees) ================================================================================ TEXAS ================================================================================ [ ] Texas Payday Law wage payment notice - Must inform employees of paydays and payment method [ ] Workers' compensation posting (if covered - TX workers' comp is optional) [ ] Unemployment insurance information [ ] E-Verify notice (required for state contractors) [ ] No state income tax withholding policy needed (TX has no state income tax) Note: Texas follows federal law for most employment matters. Handbook requirements are relatively minimal compared to CA and NY. ================================================================================ FLORIDA ================================================================================ [ ] Florida Civil Rights Act (FCRA) policy - covers employers with 15+ employees (broader than federal - covers marital status, HIV status) [ ] Domestic violence leave policy (3+ employees) [ ] Jury duty leave policy [ ] E-Verify notice (required for employers with 25+ employees and state contracts) [ ] No state paid sick leave law (as of this writing - check current status) ================================================================================ ILLINOIS ================================================================================ [ ] Illinois Human Rights Act policy (broader than federal - covers 2+ employees) [ ] Paid Leave for All Workers Act - 40 hours paid leave per year (ALL employers, effective January 2024) [ ] Chicago/Cook County paid sick leave (if applicable - local ordinance) [ ] Illinois Equal Pay Act - may not prohibit salary discussion [ ] BIOMETRIC Information Privacy Act notice (if using fingerprints, facial recognition) [ ] Illinois Nursing Mothers in the Workplace Act policy ================================================================================ WASHINGTON ================================================================================ [ ] Washington Paid Family and Medical Leave (PFML) notice (all employers) - Long-term care payroll deduction notice (WA Cares Fund) [ ] Washington Paid Sick Leave - 1 hour per 40 hours worked (all employers) [ ] Washington Law Against Discrimination (WLAD) policy [ ] Sexual harassment policy [ ] Domestic violence leave policy ================================================================================ COLORADO ================================================================================ [ ] Paid Leave Colorado (FAMLI) notice - new in 2023 [ ] Colorado ACCRUED Sick Leave policy - 1 hour per 30 hours worked [ ] Equal Pay for Equal Work Act compliance - Pay ranges must be in all job postings - Cannot prohibit wage discussion [ ] Colorado CROWN Act (natural hair discrimination prohibited) ================================================================================ MASSACHUSETTS ================================================================================ [ ] Massachusetts Paid Family and Medical Leave (PFML) notice [ ] Earned sick time policy (1 hour per 30 hours, up to 40 hours/year) [ ] Massachusetts Pregnant Workers Fairness Act notice [ ] Equal Pay Act compliance - cannot ask about prior salary history [ ] Massachusetts Anti-Discrimination Law (MCAD) covers 6+ employees ================================================================================ ALL STATES: BEFORE DISTRIBUTING ================================================================================ [ ] Have at least the key policies (at-will, EEO, harassment) reviewed by an employment attorney in each state where you have employees [ ] Check your state's department of labor website for any updates since this checklist was created [ ] Ensure any mandatory postings are displayed in your workplace [ ] Plan for annual review every January [ ] Create a version number and date system for tracking updates [ ] Set up a signed acknowledgment process before distributing IMPORTANT: Employment law changes frequently. This checklist reflects general requirements and is not legal advice. Verify current requirements with your state's department of labor or an employment attorney before finalizing your handbook.

ANNUAL EMPLOYEE HANDBOOK REVIEW CHECKLIST [Company Name] — Review for Year: _______ Reviewer: _______________________ Date Completed: ___/___/______ Next Review Due: January _______ or upon major policy change ================================================================================ STEP 1: GATHER CONTEXT BEFORE REVIEWING ================================================================================ [ ] Pull a list of all states where you currently have employees States: _______________________ [ ] Note any changes in employee count that crossed legal thresholds: [ ] Crossed 5 employees? (triggers many CA requirements) [ ] Crossed 15 employees? (triggers federal ADA, Title VII) [ ] Crossed 20 employees? (triggers ADEA age discrimination) [ ] Crossed 50 employees? (triggers federal FMLA) [ ] List any new benefits or perks added this year: _______________________________ [ ] List any policies that were applied inconsistently or caused confusion: _______________________________ ================================================================================ STEP 2: FEDERAL LAW UPDATES ================================================================================ [ ] Review EEOC guidance updates at eeoc.gov [ ] Review DOL (Department of Labor) updates at dol.gov [ ] Review NLRB recent decisions affecting handbook language (nlrb.gov) NOTE: Stericycle standard (2023) - review any conduct, confidentiality, or social media policies for NLRA compliance [ ] Check for new Supreme Court decisions affecting employment law [ ] Minimum wage: federal minimum wage unchanged at $7.25 (check state minimums) Federal Items to Verify This Year: [ ] At-will disclaimer is current and clear [ ] EEO policy lists all current protected classes [ ] Harassment policy reflects current EEOC guidance [ ] FMLA policy accurate (if you have 50+ employees) ================================================================================ STEP 3: STATE LAW UPDATES BY STATE ================================================================================ For each state where you have employees, check: STATE: _______________________ [ ] Minimum wage change: Old $_____ New $_____ [ ] New paid leave law or expansion: ___________________________ [ ] New protected class added: ___________________________ [ ] Pay transparency requirement added: ___________________________ [ ] Sexual harassment training requirement change: ___________________________ [ ] Other: ___________________________ STATE: _______________________ [ ] Minimum wage change: Old $_____ New $_____ [ ] New paid leave law or expansion: ___________________________ [ ] New protected class added: ___________________________ [ ] Other: ___________________________ [Copy rows for each additional state] ================================================================================ STEP 4: POLICY CONTENT REVIEW ================================================================================ For each section, check accuracy against current practice: [ ] Section 1: Company info and values — still accurate? [ ] Section 2: At-will and EEO policies — any legal updates needed? [ ] Section 3: Work hours — reflect actual current schedule? [ ] Section 4: Compensation — pay schedule accurate? Benefits current? [ ] Section 5: PTO/Leave — policy matches what you're actually providing? [ ] PTO accrual rate accurate [ ] Sick leave policy compliant with state law [ ] Parental/family leave updated [ ] Section 6: Code of conduct — NLRA carve-out included? [ ] Section 7: Technology/AI — AI policy reflects current tools in use? [ ] Section 8: Remote work — reflects current work arrangements? [ ] Section 9: Confidentiality — scope still appropriate? [ ] Section 10: Safety — any new procedures or incidents to address? [ ] Section 11: Performance — review process still as described? [ ] Section 12: Separation — final pay language correct for your states? ================================================================================ STEP 5: EXIT INTERVIEW FEEDBACK INTEGRATION ================================================================================ Review notes from exit interviews conducted this year: Recurring themes that should be addressed in the handbook: 1. ___________________________ 2. ___________________________ 3. ___________________________ Policies that employees found confusing or inconsistently applied: ___________________________ Proposed handbook changes based on exit feedback: ___________________________ ================================================================================ STEP 6: UPDATE AND DISTRIBUTE ================================================================================ [ ] Make all required updates to the handbook document [ ] Update version number and effective date on cover page [ ] Update change log if maintained [ ] Have key policy changes reviewed by employment attorney (if significant) [ ] Create updated PDF version [ ] Prepare employee communication explaining what changed Distribution Checklist: [ ] Send updated handbook to all current employees [ ] Collect new signed acknowledgment forms from all employees [ ] Update onboarding materials with new handbook version [ ] Archive previous version with note of effective dates [ ] Update any employee portal or HR system with new version Completed By: _______________________ Date: ___/___/______ Acknowledgments Collected From All Employees: [ ] Yes [ ] Pending: ___ employees ================================================================================ NEXT SCHEDULED REVIEW: January _______ (or sooner if triggered by law change) ================================================================================