Why do I need to provide employees with a handbook?

An Employee Handbook, often referred to as the employee manual, is a book/document containing information about the company and its policies and procedures. It is given to employees by the employer – typically when they first join the organisation.

This manual is an excellent place to compile all important information pertaining to the company rules and regulations. It can provide useful details for new staff during the induction process and can be a good reference point for existing employees. An employee handbook gives clarity to employees, advises them in certain situations and creates a culture where problems are addressed in a consistent manner.

An employee handbook communicates all of your workplace and HR policies and protects a business from expensive disputes with employees. The Workplace Relations Commission aims to promote the improvement of workplace relations, encourage compliance with the relevant laws and provide guidance in relation to compliance with codes of practice. If a WRC inspector visits your workplace, they may ask to see the company handbook to determine whether or not the company has appropriate policies and procedures in place and that it adopts the appropriate measures when various workplace scenarios arise.

See below some employment policies examples with items that should be incorporated in an employee handbook:

  • Annual Leave Entitlements

  • Maternity Leave

  • Paternity Leave

  • Adoptive Leave

  • Parental Leave

  • Carer’s Leave

  • Compassionate Leave

  • Jury Leave

  • Employment / Career Break

  • Induction

  • Performance Management

  • Probation

  • Grievance Procedures

  • Disciplinary Procedures

  • Bullying & Harassment

  • Drugs and Alcohol Policies / Misuse of Substances / Testing for Intoxicants

  • Dress Code, Uniforms, Personal Grooming and Hygiene

  • Office Phone and Mobile Phone Use

  • Internet, Email and Social Media Use in the Workplace

  • Breaks and Rest Periods

  • Parental Leave

  • Sick Leave / Sick Pay

  • Punctuality / Timekeeping

  • Unauthorised Absence

  • Clock-In and Clock-Out

  • Vehicles and Company Property

  • Use of Company Property

  • Confidentiality

  • Right to Search

  • Ethics and Conduct

  • Retirement

  • Time-off-in-Lieu

  • Flexitime

  • Training & Education Funding / Study Leave

  • Use of CCTV

  • Garda Clearance / Vetting

The most important policies/procedure to have in place in Ireland are;

1. Grievance Policy

2. Disciplinary Procedure

3. Dignity at Work

4. Health & Safety

An employee must be issued with a copy of the grievance and disciplinary policies and procedures within the first 28 days of commencing employment. We recommend ensuring the employee has access to the full contents of the Employee Handbook within this time frame.

At The HR Company, we draft customised contracts of employment and handbooks to suit your business needs. Begin 2021 fully HR compliant. Book a Free Consultation today.