Sample HR Policies & Forms


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Home | HR Policies & Forms

Sample HR Policies & Forms

The forms and policies collected below are intended as samples. 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.

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

Makeup 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

Sample Computer and Electronic Policy
CEA Online Exclusive

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 . . . 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. . . . more

Background Checks (manager/supervisor)

This sample policy informs your managers of your policy on background investigations. . . . 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 Policy
CEA Online Exclusive

Governor Schwarzenegger has signed S.B. 1613 into law, prohibiting the use of handheld cell phones while driving. The new law takes effect on July 1, 2008. Here's a sample cell phone policy you can use to encourage employees' safe use of cell phones while driving. You can tailor the policy to meet your organization's needs. . . . 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)

Use this form to instruct your managers about employees' COBRA rights. . . . more

Corporate Data Security Policy

An outline on your company's computer policy in regards to software and your network. . . . more

Deductions from Pay

All deductions from an employee's wages must be made in accordance with applicable law and, when required, the employee's consent. This form spells out some of the key rules. . . . more

Direct Deposit

This form explains the direct deposit process to employees. . . . more

Direct Deposit Authorization Form
Have employees fill out this form to start direct deposit of their paychecks. . . . more

Disability Accommodation (employee)

A "qualified person with a disability" means an individual with a disability who, with or without reasonable accommodation, can perform the essential functions of the employment position that the individual holds or has applied for. This form notifies employees of their reasonable accommodation rights. . . . more

Disability Accommodation (manager)

This form spells out employees' reasonable accommodation rights to managers. . . . more

Domestic Partnership Benefits

This form explains your domestic partnership benefits to employees. . . . more

Dress and Grooming Policy

CEA Online Exclusive
Having a clear dress and grooming policy can help prevent inappropriate attire in the workplace—as well as claims that different employees are treated differently with regard to appearance expectations. You can use this sample policy as a guideline when crafting a policy for your organization. . . . more

Dress Code Policy