Sample HR Policies & Forms


Home \| Blog \| Contact \| Free E-Zine \| Search \| SUBSCRIBER LOGIN

About This Site

Editorial Review Board

Mission Statement

Site Tour

Most Recent Articles

Browse by Topic

Webinars

Weekly E-Alert Articles

Online Exclusive

Subscribe To RSS

HR Policies & Forms

Checklists

Special Reports

Required Notices

Ask an Editor

Discussion Forum

Reference Links

Subscription Services

Products

Account/Login Help

FAQs

Our Guarantee

Text Size

Here's what our subscribers are saying ...

"I'm a fan of ERI and the California Employer Advisor. I started subscribing years ago, probably when ERI was initiated. It's my favorite employment publication and have subscribed at each employer and used with HR staff. It's a quick read and gives the core of an issue and is current. I like the lay-out and also subscribe on-line. It's just a quality experience."

J. Logan
Attorney
Director Human Resources
City of Newark, CA

"I appreciate the timely and informative information provided by your excellent newsletter supplemented by your online updates. Keep up the good work."

Steve Ross
Executive VP
The American Consulting Group
Mission Viejo, CA

"I don't want to miss a single issue!"

Marie Walker
CEO
FIBERSET
Mojave, CA

"This is a great thing that you are doing. It helps the layman gain knowledge about California law and current events. Thanks!"

Brett Arenas
Cascade Drilling

"I have recommended California Employer Advisor to my colleagues. It is concise and clear, and the coverage of laws specific to California is easy to read and interpret. This is the only California employment law subscription service I buy."

Barbara J.
Director of Development
History San Jose
San Jose, CA

"I recommend California Employer Advisor. It has a lot of helpful information on ever-changing labor laws. I am just so glad you exist. You make my job alot easier."

Victoria G.
Golden Valley Health Centers
Merced, CA

"The California Employer Advisor is an essential component of up-to-date information that I use in my profession."

Gayle L., HR Manager
Old Fisherman's Grotto
Monterey, CA

"I appreciate the accuracy and timeliness of the information in California Employer Advisor"

Roberta C., CFO
Professional Print & Mail, Inc
Fresno, CA

"Your weekly e-alerts, and additional resources available to subscribers, allow me as an HR Consultant to be at the top of my game. Very informative and timely—making strategic recommendations that much easier!"

Aimee Heller
HR Consultant
North Bay Human Resources Consulting

"I'm writing to say how much I appreciate receiving the weekly e-alert. It goes a long way in keeping me informed about important decisions and HR trends. So thanks!"

Kathy Nesper
a small-business Business Manager
Bellflower, CA

"California Employer Advisor is like an American Express card--you can't do business without it."

Steve Singer
President
OASE Pumps, Inc.

"I have been in HR for 13 years, and California Employer Advisor is the best publication I have ever seen. It's clear, concise, and presents all relevent information on the topic."

Gail Pollard
HR Consultant
Aetna Life & Casualty

"I love your new website! Being able to frame specific questions to someone who could point me in the right direction is worth all the money I pay. I have been a user for at least the last 8 years."

Cynthia Mendez
Director Global Human Resources
BakBone Software, Inc.

"I have recommended California Employer Advisor to several colleagues because the information is timely. It is hard to keep up on everything. It helps me focus on top issues."

Lillian Wekner
HR Specialist
Healthline Systems

"I love the weekly E-Alert! Don't change a thing!"

Kathy Detrick
Human Resource Director
Carroll, Burdick & McDonough LLP

"I like the E-Alert! It's straightforward, succint, a quick yet informative read. Thx."

G. Matthews

"I think the weekly E-Alert is great. It gives short and vital info regarding critical issues. It keeps me updated on the recent changes."

Hermie Montani
Southwire Company

"I like your newsletters. Often I know something is changing before management does. Thank you for keeping me up-to-date. I like being the first to know."

Karen Nelson
Countrywide Home Loans

"I would not miss your weekly E-Alerts. They are very helpful."

Nancy Blair
Administrative Manager
Stinson Stationers, Inc.

"California Employer Advisor helped us prevent a lawsuit by an employee who claimed he should be paid overtime. The newsletter provided very specific information that helped us show the person was actually exempt."

Monique Klarich
Director of Human Resources
DuPuis Design

"I have been in HR for 13 years and this is the best publication I have ever seen. It's clear, concise, and presents all relevant information on the topic."

Gail Pollard
HR Consultant
Aetna Life & Casualty

"...the investment is so small compared to the value of the information provided."

Nancy A. Tillie
Business and Personnel Manager
Clean Seas

"...a quick and informative read...deals directly with reality as opposed to academic theories...focuses on relevant, day-to-day operational concerns."

Lynn Warren
Director of Human Resources
Sherman Oaks Hospital and Health Center

"I turn to California Employer Advisor weekly for answers—it saves me a call to our lawyer. It's my bible"

Melissa Hotell
HR Manager
Davis Lumber & Hardware

"Combines the worlds of law and employee relations into an extremly useful and readable format...practical advice on complex issues...written for the nonlawyer."

Edward T. Gardner
Vice President, Human Resources
Spectra-Physics Lasers, Inc

"Although I use many tools to keep current on the ever-changing legal requirements for California employers, California Employer Advisor is the most valuable. Nowhere else can I get such timely and accurate information in a concise, understandable report! I'm always recommending your newsletter."

Janet Caprario
Finance Director
The Planning Center

Home | HR Policies & Forms

Sample HR Policies & Forms

These sample HR forms and policies have been designed specifically for California employers. Review them with your employment law counsel to confirm that they are appropriate for your specific needs and situation. Used as a starting point, these can greatly reduce the cost of having an attorney draft documents from scratch for use in your organization.

To access these policies, sign up for a FREE 7-day trial »

Sample Basic California Severance Agreement
CEA Online Exclusive October 2009

This is a sample basic severance agreement that is designed to comply with both California and federal law, including the Age Discrimination in Employment Act (ADEA) and the Older Workers Benefits Protection Act (OWBPA)

. . . more

Social Media Code of Conduct for Employees and Companies That Twitter, Blog, and Use Social Networks
CEA Online Exclusive September 2009
Maintaining business ethics and policing company codes of conduct are getting harder as electronic communication becomes more varied and more widely accessible. This customizable sample policy is intended to supplement your company's existing computer use and antidiscrimination policies, addressing the unique issues that . . . more

Basic Employment Arbitration Agreement

This sample basic arbitration agreement complies with the minimum requirements of California law. You should present this as a separate written document to each employee, rather than as part of an employee handbook. In addition, if you wish to have current employees sign an agreement to arbitrate, you must offer them compensation or another benefit they're not already entitled to in exchange for signing. . . . more

Domestic Partnership Benefits
CEA Online Exclusive February 2009

With Proposition 8 overturning gay marriage in California, it's now more important than ever to make sure that your domestic partnership policy is up to speed. This customizable form explains your domestic partnership benefits to employees.

. . . more

Family and Medical Leave Sample Policy
CEA Online Exclusive January 2009

Properly administrating leave taken under the Family and Medical Leave Act (FMLA) and the California Family Rights Act (CFRA) is often a challenging task. This month's Online Exclusive is a fully updated, comprehensive FMLA/CFRA policy. This sample policy has been updated to reflect the changes to FMLA in effect as of Jan. 16, 2009.
. . . more

Reasonable Accommodation Request Form
CEA Online Exclusive November 2008
Stay on top of your accommodation obligations with this exclusive request form . . . more

Employee Request For Time Off
While you don't want to interfere with employee plans to spend time with their family and friends, you also need to make sure your business staffing needs are adequately covered. Use this sample form to keep track of employees who will be absent from work for any reason. . . . more

Sample Computer and Electronic Policy
CEA Online Exclusive September 2008

Having a comprehensive electronic policy in place is critical in today's workplace to protect your computer and electronic resources and limit confidentiality breaches and legal risks stemming from misuse. Here's a sample policy employers can tailor to their organization's needs, updated to include text messaging. . . . more

Sample Meal and Rest Periods Policy
CEA Online Exclusive

It is crucial for employers to carefully and accurately comply with California's laws on employee meal and rest breaks. This policy, updated following the recent Brinker decision, will help you explain the rules to employees. . . . more

Final Pay Calculator
CEA Online Exclusive August 2008
Use this worksheet to correctly calculate final pay for departing workers. If the employment termination is voluntary, the final paycheck is due on the last day of employment, unless the employee has given less . . . more

Updated Equal Employment Opportunity Policy (employee)
CEA Online Exclusive July 2008

An easy way to start complying with GINA is to make sure your antibias program is current, and our newly updated Equal Employment Opportunity (EEO) policy can get you started. . . . more

Policy Against Unlawful Harassment, Discrimination, and Retaliation
Every employer needs to have a strongly worded sexual harassment policy that is distributed to all employees and discussed in training sessions. Use or modify this sample policy to meet your needs. . . . more

Make-Up Time: Sample Policy and Request Form
CEA Online Exclusive
California wage and hour law allows an employee who takes time off for a personal obligation to make up that work time in the same workweek, at straight-time pay—even if the employee works more than eight hours on a makeup day. The makeup time is not counted in the total number of hours worked when . . . more

Bulletin: CEA Online Exclusive: Sample makeup time policy
February 2008
California law allows nonexempt employees to voluntarily make up missed time for personal obligations without losing pay and without employers having to pay them overtime. . . . more

Sample: Consumer Report Disclosure and Authorization Form
Consumer reports may contain public record information concerning driving record, workers' compensation claims, credit, bankruptcy proceedings, criminal records, etc., from federal, state and other agencies which maintain such records. . . . more

Military Spouse Request for Leave
CEA Online Exclusive
Here is request form you can give to eligible employees who wish to take time off . . . more

Holiday Pay Policy
Online Exclusive June 2007
While neither California nor federal law require employers to observe legal holidays, giving employees paid time off on some of the most widely recognized holidays is common practice and good for workplace morale. If you'd like to put a holiday pay policy in place--or retool an existing one--we've put together this sample holiday pay policy that you can tailor to your organization's needs. Keep in mind that it's up to you to choose which holidays to offer, and you don't have to provide paid time off for them . . . more

401(k) Plan

Customize this plan as needed for your particular workplace. . . . more

Access to Medical Records

Confidentiality of medical information is essential. This form spells out the rules for accessing this information. . . . more

Access to Personnel Files and Recordkeeping

Use this form to explain your records policies to employees; customize as necessary. . . . more

Accident Reporting

All work-related accidents and injuries, no matter how minor, should be reported to your supervisor immediately. This is for your protection in case medical attention is necessary or in the event of some future complication caused by the accident. . . . more

Acknowledgment of Receipt of Company Handbook
Having employees sign a form like the one provided below may be helpful in protecting an employer against potential claims for implied contracts. . . . more

Adoption Assistance Policy

Adoption assistance policy that provides adoption assistance to its regular full-time employees to help offset the costs incurred with legal adoption. . . . more

Affidavit of Domestic Partnership
The California Domestic Partner Rights and Responsibilities Act (DPRRA) gives domestic partners the same rights, duties, benefits, and responsibilities that spouses enjoy under California law. . . . more

Anti-harassment Training

You are required by law to provide your managers with sexual harassment training. Use this form as a policy guide. . . . more

At-Will Employment Language
It is important to make an at-will employment arrangement clear to employees. The following policy language can help you reduce your risks of creating the appearance of an employment contract . . . more

Authorization for Payroll Deduction
You must get explicit authorization from employees before making most payroll deductions. Customize this form to your specific needs. . . . more

Authorization to Disclose Medical Records
Use this form when an employee is asking for disclosure of medical information. . . . more

Background Checks (employee)

This sample policy informs employees of your policy on background investigations. It explains to employees when background checks will be conducted, what information will be obtained during the background investigation, and for what purposes any information obtained during the investigation will be used for. Also included are tips and considerations for employers, including legal requirements to be aware of . . . more

Background Checks (manager/supervisor)

This sample policy informs your managers of your policy on background investigations for applicants. It explains to managers why the company conducts background investigations for potential applicants, as well as for existing employees as a basis for promotion. . . . more

Bereavement Leave Policy (Employee Version)

It's a sad situation that every employer must face at one time or another--the death of an employee's family member. While no federal or California law requires employers to provide bereavement leave in this situation, most employers do allow employees a few days off when an immediate family member dies, and sometimes the leave is paid. This week's form is a sample policy you can modify to explain your company's bereavement leave policy. . . . more

Bereavement Leave Policy (Manager Version)

Use this sample policy to inform your front-line managers of the bereavement leave benefits your company provides to employees, and advise managers of their role in administering this benefit. . . . more

Bonus Pay

You can adapt this sample policy on bonus pay for use at your organization. . . . more

Bulletin Item: Sample Whistleblower Poster
February 2004
Notice Of Employee Rights And Responsibilities Under California's Whistleblower Protection Laws [Company] encourages you to report improper activities and will protect you from retaliation . . . more

Business and Travel Expenses

This policy outlines the provisions for travel and living expenses incurred by your employees while on assignments away from the normal work location. . . . more

Business Ethics

Business ethics have hit the headlines lately in the wake of high-profile scandals. All organizations should have an ethics policy in place; here's one you can adapt as needed. . . . more

Callback or Report-In Pay

On occasion it is necessary for a supervisor to call in hourly employees without notice outside of their regular shift hours to handle emergency repairs, equipment failures, or other production problems. This policy spells out the rules. . . . more

Cameras, PDAs, and Video Equipment

It is important to inform employees of the types of surveillance they're under. Use this form as a guide. . . . more

Cell Phone and Electronic Wireless Communications Device Policy
CEA Online Exclusive

Having a written policy in place that addresses your organization's expectations for cell phone use during working hours and while driving on company business is essential--especially if you have employees who regularly drive as part of their jobs and frequently need to make business calls while on the road. . . . more

Change of Personal Information

|tease start| |tease end|It is important that [Company Name] has an accurate record of each employee's personal status. Changes in status can affect payroll tax deductions, insurance benefits, . . . more

Change of Personal Information Form
Use this form for changes in employee personal information for company records . . . more

Childcare/Dependent Care Policy

This form outlines what your company wishes to accomplish to help reduce the distraction and stress of childcare and dependant care. . . . more

Companywide Meetings Policy

|tease start| |tease end|Companywide meetings are held during work hours and are paid time; therefore, attendance is mandatory. Each [Period of Time] [Company Name] holds a [Type of . . . more

Computer Loan Program

|tease start| |tease end|Under certain circumstances, such as telecommuting and business travel, [Company Name] provides its employees with computer equipment, hardware, and software for employ . . . more

Computer Use Policy

Here's a sample Internet policy you can tailor to your organization's needs. Have your employees sign the policy to acknowledge that they have read and understand it and agree to be bound by its terms. . . . more

Confidentiality of Information Policy
The protection of confidential business information and trade secrets is vital to the interests and the success of [Company Name]. Confidential information is any and all information disclosed to or k . . . more

Contingent Workers & Independent Contractors

Contingent workers and independent contractors are typically hired for a specific project, for one-time events, for skills not normally required of employees, or when the workload is expected to exceed normal limits. Use this form as a guide for your policy in this area. . . . more

Continuation of Health Insurance - COBRA (manager)