Think Your Business Doesn't Need an Employee Handbook? Think Again!

Pam Morton • May 24, 2025

An Employee Handbook is now regarded as a protection tool for the business or the organization

The employee handbook is no longer viewed as just a communication tool for employers. It's now regarded as a protection strategy as well. The handbook can be your recipe for onboarding success and your legal knight in shining armor, regardless of your business size.


Your recipe for onboarding success


Consider the following basic information that's typically given to new hires during onboarding:


  • Company mission, values and culture.
  • Employment policies, including termination of employment.
  • Workplace conduct, such as standards of conduct and disciplinary actions.
  • Compensation, including pay raises.
  • Employee rewards program.
  • Performance review standards.
  • Mandatory and voluntary benefits.
  • Time-off policies.
  • Technology policy, such as computer usage and social media guidelines.
  • Office security, such as emergency action plan.
  • General policies and procedures, such as attendance, timekeeping, overtime, health and safety, personnel records, and inclement weather.



The employee handbook enables you to assemble this data into one convenient package, thereby streamlining the onboarding process. A well-designed handbook also helps new hires understand their responsibilities, lowering the odds of them jumping ship because of unclear expectations.


Your legal knight in shining armor


Employment-related lawsuits are consistently frequent in America, and the employee handbook can be a defensive bulwark for employers.


The Equal Employment Opportunity Commission (EEOC) reports that 72,675 charges were filed by the agency for discrimination relating to sex, color, age, disability, retaliation and equal pay in 2019, the most recent year for which the agency has statistics.


By including EEO and other employment-related topics in the handbook, you can tangibly prove in legal disputes that you informed your employees of their rights and responsibilities.

HR best practices dictate having employees sign a statement acknowledging receipt of the handbook. But what if they refuse to sign? According to the Society for Human Resource Management, you cannot force employees to sign for the handbook. But you can:


  • Have the employee state in writing his or her refusal to sign.
  • Have a representative from your company state in writing that the employee refused to sign for the handbook. Then, have the representative and a witness sign and date the statement.


This way, if a legal battle arises, you can show that the employee was aware of the handbook but refused to sign the acknowledgement form.


Why business size does not matter


If you have only a few employees, you might think that you don't need to develop an employee handbook. But when you consider that the handbook works as both a communication and a compliance tool, it's easy to see that the size of your business is irrelevant.

Even if you have only one employee, that employee still needs to know the fundamentals of your company and his or her employment rights and responsibilities. The simplest way to funnel this information is via the employee handbook. Once your business starts growing, you'll likely need to hire more employees, at which point the need for an employee handbook will become even more pressing. So it makes sense to view the employee handbook as a cornerstone of your business right from the start. 


The work-from-home change


Starting with Covid, and continuing to the present, more companies are allowing employees to work partially or entirely from home. HR departments are racing to keep up with the corresponding policy changes. For example, companies will need to clarify how flexible they will be about work-at-home.


When employees are remote, will the company expect them to be available the same hours as when they were in the office? Businesses may want to mandate remote workers have a quiet, private workplace to properly focus.


Indeed.com recommends a detailed outline of scope, clearly stating who is eligible for remote work, the availability policies, and both the regularity and speed of communications. Also, what tools will the employer provide and what will the employee be responsible for? The more specific you are, the less likely there will be problems later.


Of course, with remote work issues, as with any other policies, consult qualified professionals to avoid vioilating any laws or regulations.

 

If you need suggestiions on how to create an employee handbook for your organization, contact Pam Morton at Benefits by Design Insurance Services at pamM@benefitsbydesign or 760-696-3573


Copyright 2025 Industry Newsletters

By Pam Morton April 1, 2026
When people sign up for a new health insurance plan—whether it’s an employer-sponsored plan or one purchased through the Affordable Care Act (ACA) exchange—they are often confused about when coverage starts, what services are covered, and how much they will need to share in the cost of care. The Kaiser Family Foundation recently compiled a list of seven takeaways from stories about people who ended up paying large out-of-pocket expenses for medical care. Reviewing these tips can help health plan enrollees better understand their coverage and avoid unexpected financial surprises. 1. Most insurance coverage doesn’t start immediately Many new plans include waiting periods, so it’s important to maintain continuous coverage until your new plan takes effect. Usually, health insurance starts on the first of the month and ends on the last day of the month. There are special circumstances when someone loses job-based health coverage. In that case, they may elect COBRA or purchase a plan through the ACA marketplace. With COBRA, once payment is made, coverage applies retroactively—even for care received while someone was temporarily uninsured. Losing employer coverage qualifies someone for an ACA Special Enrollment Period , which generally allows them to enroll in a Marketplace plan up to 60 days before or 60 days after their employer coverage ends. If someone enrolls before their job-based coverage ends, their new plan can usually begin right away and help prevent a gap in coverage. If someone enrolls after their job-based coverage ends, Marketplace coverage usually begins on the first day of the month after enrollment, so they could experience a short coverage gap before the new plan starts. 2. Check coverage before checking in Some health plans include restrictions that may not be obvious at first. These restrictions can affect coverage for services such as contraception, immunizations, and cancer screenings. Before receiving care, enrollees should contact their insurance company (or for job-based insurance, their human resources or retiree benefits office) to confirm coverage. Ask whether there are exclusions for the care you need, whether there are limits per day or per policy period, and what out-of-pocket costs you should expect. 3. “Covered” doesn’t always mean insurance will pay right away It’s important to read the fine print about network gap exceptions, prior authorizations, and other insurance approvals. These requirements may apply only to certain doctors, services, or dates. In addition, even if a service is covered, the insurance company may not pay for it until you have met your deductible or other cost-sharing requirements. 4. Get estimates for non-emergency procedures Before scheduling a non-emergency procedure, patients may be able to compare prices among different providers. Request written estimates whenever possible. If the cost seems too high, it may be possible to negotiate the price before receiving care, or find an alternate provider. 5. Location matters The cost of care can vary significantly depending on where services are performed. For example, if blood work is required, ask your doctor to send the order to an in-network lab. Sometimes a doctor’s office affiliated with a hospital system will automatically send samples to a hospital lab, which may result in higher charges if the lab is out of network. 6. When hospitalized, contact the billing office early If you or a loved one is admitted to the hospital, speaking with a billing representative early in the process can help prevent confusion later. Consider asking questions such as: Has the patient been fully admitted, or are they under observation status? Has the care been classified as “medically necessary”? If a transfer to another facility is recommended, is the ambulance service in-network—or can one be selected? 7. Ask for a discount Medical charges are often higher than the rates insurers typically pay, and providers frequently expect some level of negotiation. Patients may also be able to negotiate their own bills. In addition, uninsured or underinsured patients may qualify for self-pay discounts or financial assistance programs such as charity care. If you need assistance with your health insurance in California, contact Benefits By Design Insurance Services in San Diego. www.benefitsbydesignca.com or email admin@benefitsbydesignca.com.
By Pam Morton October 26, 2025
Here Is What You Need to Know
By Pam Morton October 3, 2025
How Might This Effect Me If I Get My Health Insurance Through Covered California?
By Pam Morton October 3, 2025
Know The Changes
By Pam Morton September 4, 2025
A Real Life Example
By Pam Morton September 3, 2025
When Travel Insurance is Recommended
By Pam Morton August 2, 2025
What Employers Need To Know
By Pam Morton August 2, 2025
What to consider when purchasing dental insurance
By Pam Morton July 19, 2025
Want to Save Money on your Health Insurance? Ask Pam.
By Pam Morton July 18, 2025
Are You A Small Company That Does Not Have An HR team? We can help!
Show More