[COMPANY NAME]

Employee Handbook

(State of Indiana – Comprehensive Policy Manual)

TABLE OF CONTENTS

I. Document Header
II. Definitions
III. Operative Provisions (“Policies”)
 A. Employment Relationship & Status
 B. Equal Employment Opportunity & Anti-Discrimination
 C. Wage & Hour Compliance
 D. Timekeeping, Payroll & Overtime
 E. Employee Benefits & Leave Policies
 F. Workplace Conduct & Safety
 G. Confidentiality, IP & Data Security
 H. Use of Company Property & Technology
 I. Performance Management & Discipline
 J. Separation of Employment
IV. Representations & Warranties
V. Covenants & Restrictions
VI. Default & Remedies
VII. Risk Allocation
VIII. Dispute Resolution
IX. General Provisions
X. Acknowledgment & Execution Block

I. DOCUMENT HEADER

1.1 Title. Employee Handbook of [COMPANY NAME], Inc. (“Company”).

1.2 Purpose and Consideration. This Handbook sets forth the Company’s current personnel policies, practices, and benefits in exchange for the Employee’s agreement to comply with the same and to contribute services to the Company.

1.3 Effective Date. This Handbook is effective as of [EFFECTIVE DATE] and supersedes all prior versions.

1.4 Jurisdiction. All matters herein are governed by the laws of the State of Indiana (“IN”) and applicable federal law.

1.5 Disclaimer – Not a Contract of Employment. Nothing in this Handbook creates an express or implied contract of employment, guarantees employment for any specific duration, or alters the at-will status of any Employee, unless a separate, duly-authorized written agreement provides otherwise.

1.6 Reservation of Rights. The Company may amend, interpret, rescind, supplement, or deviate from any policy at its sole discretion, consistent with applicable law.

[// GUIDANCE: Insert corporate logo and appropriate formatting for professional presentation.]

II. DEFINITIONS

For clarity, the capitalized terms below have the meanings assigned. Defined terms are used consistently throughout the Handbook.

“ADA” – the Americans with Disabilities Act and related regulations.
“EEO Laws” – collectively, Title VII, ADA, ADEA, GINA, the Indiana Civil Rights Act, and any other applicable anti-discrimination statutes.
“Employee” – any person classified by the Company as a full-time, part-time, temporary, or seasonal employee.
“Exempt / Non-Exempt” – classifications under the Fair Labor Standards Act (FLSA) and Indiana wage laws determining overtime eligibility.
“Handbook” – this Employee Handbook as amended from time to time.
“Immediate Family” – spouse, domestic partner, parent, child, sibling, grandparent, grandchild, in-law equivalents, or any person who resides in the Employee’s household and is financially dependent.
“IN Wage Statutes” – wage payment and wage deduction statutes codified in Title 22, Article 2 of the Indiana Code.
“Protected Characteristics” – race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, age (40+), disability, genetic information, military status, and any other status protected by law.
“Workweek” – the seven-day period beginning at 12:00 a.m. [DAY] and ending 11:59 p.m. [DAY], used for wage and hour calculations.

III. OPERATIVE PROVISIONS (“POLICIES”)

A. Employment Relationship & Status

3.1 At-Will Employment. Employment with the Company is “at will”; either the Employee or the Company may terminate employment at any time, with or without cause or notice, subject only to applicable law and Section VIII (Dispute Resolution).

3.2 Hiring & Orientation. All offers of employment are contingent upon completion of background checks, verification of work authorization (Form I-9), and receipt of any required licenses.

3.3 Employment Classifications.
a. Full-Time: Regularly scheduled ≥ [30/40] hours per week.
b. Part-Time: Regularly scheduled < [30/40] hours per week.
c. Temporary/Seasonal: Hired for a defined project or period not exceeding [NUMBER] months.
d. Exempt/Non-Exempt: Determined per FLSA and IN Wage Statutes.

[// GUIDANCE: Insert additional categories (e.g., internship) if used by the Company.]

B. Equal Employment Opportunity & Anti-Discrimination

3.4 Statement of Policy. The Company provides equal employment opportunities to all Employees and applicants and strictly prohibits discrimination, harassment, and retaliation on the basis of any Protected Characteristic.

3.5 Reasonable Accommodation. Qualified individuals with disabilities or sincerely held religious beliefs may request reasonable accommodation. The Company will engage in the interactive process in accordance with ADA and Indiana law.

3.6 Anti-Harassment. Harassment—verbal, physical, visual, or online—is prohibited. Complaints may be made to Human Resources (“HR”), any supervisor, or via the anonymous hotline at [HOTLINE NUMBER].

3.7 Investigation & Corrective Action. All complaints prompt a timely, impartial investigation. Violations may result in discipline up to and including termination. Retaliation is strictly prohibited.

C. Wage & Hour Compliance

3.8 Minimum Wage. The Company complies with the greater of the federal or Indiana minimum wage (currently $7.25/hour). Employees will be notified in writing of any adjustments.

3.9 Overtime. Non-Exempt Employees earn overtime pay at 1.5 times their regular rate for hours worked > 40 in a Workweek. All overtime must be pre-approved in writing by a supervisor.

3.10 Meal & Rest Breaks. Adult Employees are encouraged to take a [30-minute] unpaid meal period for shifts of 6+ hours. Minor Employees receive breaks as required by Indiana child-labor regulations.

3.11 Pay Frequency. Employees are paid on a [bi-weekly/semi-monthly] basis in accordance with IN Wage Statutes. Paydays falling on holidays/weekends shift to the preceding business day.

3.12 Wage Deductions. Only legally permitted deductions (e.g., payroll taxes, court-ordered garnishments, employee-authorized benefit premiums) will be taken. Unauthorized deductions are prohibited and will be remediated promptly.

[// GUIDANCE: Customize pay periods, direct-deposit requirements, and timekeeping systems.]

D. Timekeeping, Payroll & Overtime

3.13 Time Recording. Non-Exempt Employees must accurately record work hours using the designated system [e.g., electronic clock-in/out]. Altering, falsifying, or tampering with time records is grounds for discipline.

3.14 Rounding Policy. Rounding is performed in compliance with FLSA regulations and may not result in underpayment of wages.

3.15 Payroll Corrections. Employees must notify HR of paycheck discrepancies within five (5) business days. The Company will investigate and correct errors in the next payroll cycle or sooner when feasible.

E. Employee Benefits & Leave Policies

3.16 Health & Welfare Benefits. Eligible Employees may enroll in medical, dental, vision, life, and disability insurance within 30 days of hire or upon qualifying life events. Plan documents control in the event of conflict.

3.17 Retirement Plan. The Company sponsors a 401(k) plan with [employer match details]. Eligibility and vesting are governed by the plan document.

3.18 Paid Time Off (“PTO”).
a. Accrual: Full-Time Employees accrue [X] hours per pay period, equivalent to [X] days annually.
b. Carryover: Up to [Y] hours may carry into the next calendar year; excess is forfeited unless prohibited by law.
c. Payout: Unused PTO is [paid/not paid] at separation per IN law and Section 7.4.

3.19 Holidays. The Company observes the following paid holidays: [LIST]. Eligible Employees receive holiday pay equal to their regular rate and scheduled hours.

3.20 Family and Medical Leave (FMLA). Eligible Employees (12+ months of service and 1,250 hours worked in the preceding 12 months) may take up to 12 weeks of unpaid, job-protected leave for qualifying reasons, or 26 weeks for military caregiver leave, consistent with 29 U.S.C. § 2612.

3.21 Indiana Military Family Leave. Eligible Employees with a covered military family member may take up to 10 working days of unpaid leave within the 30-day period surrounding active-duty orders.

3.22 Pregnancy & Parental Leave. Employees may use accrued PTO, short-term disability, or unpaid leave for pregnancy, childbirth, or related conditions. The Company will accommodate pregnancy-related restrictions as required by law.

3.23 Jury Duty & Court Appearances. Employees summoned to jury duty will be granted unpaid leave, with exempt Employees paid as required by FLSA. Retaliation for jury service is prohibited.

3.24 Voting Leave. Employees lacking sufficient time to vote outside working hours may request unpaid leave per Indiana Code.

3.25 Bereavement Leave. Up to [3–5] days of paid leave for the death of an Immediate Family member. Additional unpaid leave may be approved.

3.26 Domestic Violence Leave. Employees who are victims of domestic violence may request reasonable unpaid leave to obtain protective orders, medical care, or legal assistance. Confidentiality is maintained.

F. Workplace Conduct & Safety

3.27 Code of Conduct. Employees must perform duties ethically, comply with law, and avoid conflicts of interest.

3.28 Drug-Free Workplace. Possession, use, or sale of illegal drugs or impairment by alcohol on Company premises is prohibited. Post-accident, reasonable suspicion, and random testing may be performed in compliance with IN law.

3.29 Workplace Violence. Threatening or violent behavior is strictly prohibited. Weapons are barred from Company property except as permitted by IN “take-your-gun-to-work” statutes (firearms secured in a locked, privately-owned vehicle).

3.30 Occupational Safety. The Company follows OSHA standards and maintains a safety committee. Employees must report hazards to [SAFETY OFFICER].

G. Confidentiality, IP & Data Security

3.31 Confidential Information. Employees must protect Company trade secrets, proprietary information, and personal data of customers and Employees.

3.32 Inventions Assignment. As a condition of employment, Employees assign to the Company all right, title, and interest in inventions conceived or developed during employment, except as limited by IND. CODE § 24-2-3-1 (employee inventions statutes).

3.33 Data Security. Employees shall follow Company cybersecurity protocols, including multi-factor authentication and encryption.

H. Use of Company Property & Technology

3.34 Acceptable Use. Company-owned devices, networks, and vehicles must be used for legitimate business purposes. Limited personal use is permitted if it does not interfere with work, incur cost, or violate policy.

3.35 Monitoring. Employees have no expectation of privacy in Company systems. The Company may monitor, access, and disclose communications to the extent permitted by law.

I. Performance Management & Discipline

3.36 Performance Reviews. Employees receive formal evaluations at least annually. Performance deficiencies may trigger Performance Improvement Plans (“PIPs”).

3.37 Progressive Discipline. While employment remains at will, the Company generally follows:
1. Verbal Warning
2. Written Warning
3. Final Warning / Suspension
4. Termination

3.38 Immediate Termination. Gross misconduct (e.g., theft, violence, serious safety violations) may result in termination without prior warnings.

J. Separation of Employment

3.39 Voluntary Resignation. Employees are requested to provide at least [two] weeks’ written notice.

3.40 Involuntary Separation. The Company may terminate employment at any time, with or without cause, subject to Section VIII.

3.41 Final Pay. All earned wages will be paid on or before the next regular payday per IN Wage Statutes.

3.42 Exit Obligations. Departing Employees must return Company property and maintain confidentiality.

IV. REPRESENTATIONS & WARRANTIES

4.1 Employee Representations. Employee represents that:
a. They are legally authorized to work in the United States;
b. They are not party to any agreement that would conflict with their duties;
c. They will comply with all policies in this Handbook.

4.2 Company Disclaimer of Warranties. Except as expressly provided by law or benefit plan documents, the Company makes no warranties (express or implied) regarding continued employment or any particular term or condition.

V. COVENANTS & RESTRICTIONS

5.1 Confidentiality Covenant. Employee shall not disclose or misuse Confidential Information during or after employment.

5.2 Non-Solicitation. For twelve (12) months post-employment, Employee shall not solicit current Employees to leave the Company nor solicit customers with whom Employee had material contact, subject to IN law.

5.3 Compliance Covenant. Employee agrees to comply with all applicable laws and regulations in the performance of duties.

5.4 Notice & Cure. Employee must provide written notice of any alleged breach by the Company, allowing thirty (30) days to cure before initiating any formal claim.

VI. DEFAULT & REMEDIES

6.1 Events of Default. Breach of confidentiality, violation of law, or failure to follow policy constitutes default.

6.2 Disciplinary Action. Upon default, the Company may impose remedies in Section 3.37 or seek injunctive relief consistent with Section VIII.

6.3 Attorney Fees. In any action arising out of Employee’s breach of Sections 5.1–5.3, the prevailing party is entitled to reasonable attorney fees and costs, except where prohibited by law.

VII. RISK ALLOCATION

7.1 Indemnification (Employee Conduct). Employee shall indemnify and hold the Company harmless from any loss, liability, or expense (including reasonable attorney fees) arising out of Employee’s willful misconduct, gross negligence, or unauthorized acts.

7.2 Limitation of Liability. Nothing herein limits liability where prohibited by statute. Damages recoverable by Employee are capped at the greater of (i) three (3) times the alleged unpaid wages (statutory maximum under IN wage statutes) or (ii) $25,000, exclusive of statutory liquidated damages, unless a higher cap is mandated by law.

7.3 Insurance. The Company maintains workers’ compensation and general liability insurance per statutory requirements. Employees are encouraged to maintain appropriate personal insurance.

7.4 Set-Off. Subject to IN Wage Statutes, the Company may offset lawful amounts owed by Employee against final wages (e.g., unreturned equipment), provided the Employee signs a voluntary wage assignment.

VIII. DISPUTE RESOLUTION

8.1 Internal Complaint Procedure. Employees should first attempt to resolve disputes through HR.

8.2 Governing Law. This Handbook is governed by the laws of the State of Indiana and applicable federal law.

8.3 Forum Selection. Unless Section 8.4 applies, claims shall be filed exclusively in the state courts located in [COUNTY], Indiana.

8.4 Optional Arbitration. An Employee may elect binding arbitration by signing the separate “Mutual Arbitration Agreement.” Absent such election, arbitration shall not apply.

8.5 Jury Trial. If a claim proceeds in court, the parties shall have the constitutional right to a jury trial; no jury waiver is imposed.

8.6 Injunctive Relief (Limited). The Company may seek temporary or permanent injunctive relief in court solely to enforce Sections 5.1–5.3 (Confidentiality & Non-Solicitation). Nothing herein limits statutory claims to agencies (e.g., EEOC, NLRB).

[// GUIDANCE: Provide the standalone Arbitration Agreement as a separate document to avoid procedural unconscionability issues.]

IX. GENERAL PROVISIONS

9.1 Amendment & Waiver. Only the [CEO/HR Director] may issue written amendments to this Handbook. No oral statements may modify its terms. The Company’s failure to enforce a provision on one occasion is not a waiver of future enforcement.

9.2 Assignment. Employee may not assign any rights or delegate duties without prior written consent. The Company may assign its rights in merger, reorganization, or asset sale.

9.3 Successors & Assigns. This Handbook binds and benefits the parties’ respective successors and permitted assigns.

9.4 Severability. If any provision is held unenforceable, it shall be reformed to the minimum extent necessary to render it lawful, and the remainder shall remain in full force.

9.5 Integration. This Handbook, along with benefit plan documents and duly-executed employment agreements, constitutes the entire understanding regarding the subjects addressed.

9.6 Electronic Signatures. Electronic acknowledgments are valid and enforceable to the fullest extent permitted by the Electronic Signatures in Global and National Commerce Act (E-SIGN) and Indiana’s Uniform Electronic Transactions Act.

9.7 Counterparts. Acknowledgment forms may be executed in multiple counterparts, each deemed an original.

X. ACKNOWLEDGMENT & EXECUTION BLOCK

I acknowledge that I have received, read, and understand the [COMPANY NAME] Employee Handbook effective [EFFECTIVE DATE]. I agree to comply with the policies and procedures contained herein. I understand that the Handbook is not a contract of employment and that my employment is at will.

[// GUIDANCE: Retain signed acknowledgments for at least four (4) years to satisfy federal record-keeping requirements.]

© [YEAR] [COMPANY NAME], Inc. All rights reserved.