As we approach the new year, it's a pivotal time to revisit and enhance your employee handbook, aligning it with the latest industry standards and legal requirements to maintain compliance. 

As Jamie Lucas, HR Business Partner at HRlogics says, “It is no secret that we live in an ever-changing world, so staying on top of your handbook is vital!” Lucas suggests regular reviews, considering employee feedback, and ensuring your handbook reflects your company culture alongside policies.

Lucas adds, “To streamline this process, consider transitioning to a digital handbook, ensuring seamless updates.” When implementing changes, Insperity recommends dating the updated handbook, distributing it electronically, and requesting employees to review, sign, and date an acknowledgment form, maintaining a record in each employee's personnel file.

Throughout a series of blog posts, we've explored four essential policies that you’ll want to review and revise for your 2024 handbook. Today, we’ll look at the final policy: the New Hire and Separation Policy — which serves as a guide through the stages of employment, from onboarding to potential separation. 

Explore the key elements below and consider these insights to ensure your handbook stands the test of time.

New Hire & Separation Policies: Setting Expectations from Onboarding to Offboarding

A well-structured New Hire and Separation Policy is an essential component of any employee handbook, serving as a guide through the various stages of employment, from onboarding to potential separation. This section details the key elements to incorporate into this policy:

• Terms of Employment: Clearly outline the fundamental terms of employment for new hires, including the start date, position, and employment status (full-time, part-time, temporary). Specify the length of any probationary period and the criteria for successful completion.

• Benefits Eligibility: Communicate the eligibility criteria for employee benefits, such as health insurance, retirement plans, and other perks. Highlight any waiting periods before benefits become effective, ensuring that new hires understand the timeline for accessing these offerings.

• Transfers and Relocation: If applicable, include information about the company's policies regarding employee transfers and relocations. Specify any notice periods required for transfers or moves and outline the support or assistance provided for relocation.

• Documentation Requirements: Outline the documentation that new hires must provide upon joining the organization, such as identification documents , tax forms, and other essential paperwork. Clearly communicate the deadline for submitting these documents.

• Employee Handbook Acknowledgment: Emphasize the importance of new hires reviewing and acknowledging their understanding of the policies outlined in the employee handbook. Provide a mechanism for employees to confirm their awareness and agreement with the established guidelines.

• Separation Process: Provide an overview of the separation process, outlining the steps employees can expect if they choose to terminate their employment or if the organization initiates separation . Include information on exit interviews, return of company property, and any post-employment obligations.

• Eligibility for Benefits Upon Separation: Clarify the eligibility criteria for benefits upon separation , addressing whether departing employees are entitled to continued health coverage, the duration of this coverage, and any other post-employment benefits.

• Notice Periods: Specify any notice periods required for voluntary resignations or terminations initiated by the employer. Highlight the importance of providing adequate notice to facilitate a smooth transition and maintain positive relationships.

• Transparency on Referrals and Rehires: Address the organization's stance on rehiring former employees and clarify any policies related to rehired individuals participating in referral programs. This ensures transparency and consistency in program eligibility.

• Continuous Policy Updates: Reinforce the commitment to periodically reviewing and updating the New Hire and Separation Policy to align with changes in legislation, industry standards, and organizational needs. Encourage employees to stay informed about any policy revisions.

By incorporating these elements into your New Hire and Separation Policy, your organization establishes a comprehensive framework that not only facilitates a smooth onboarding process but also guides employees through potential transitions, contributing to a positive and informed workplace experience.

Employment laws and regulations are subject to change, and we urge organizations to review and update their policies regularly to ensure compliance with the latest legal requirements. Communication with legal counsel is essential to address specific concerns and maintain a handbook that aligns with the prevailing legal landscape.

Remain Compliant All Year Long with HRlogics

Stay confidently compliant year-round with  HRlogics , your trusted partner for compliance excellence. Outsource compliance burdens — like  ACA reporting ,  Form I-9 verification , and  unemployment claims management  — to  HRlogics , and rest assured that you’re ​​safeguarding the future of your business. 

Our  dedicated and knowledgeable experts  ensure that your business adheres to compliance regulations seamlessly, allowing you to focus on what you do best. Experience seamless compliance management with HRlogics’ user-friendly software, simplifying complex HR processes and empowering your team to confidently remain in compliance.

The information provided in this blog is for general informational purposes only and should not be construed as legal advice. While we strive to keep the content accurate and up-to-date, it may not reflect the most current legal standards or interpretations.