When employing individuals who live and work in West Virginia, it is crucial that your employee handbook complies with both federal and West Virginia employee handbook requirements. While employers are not obligated to draft and distribute their own handbooks, doing so offers several advantages. Employers are required to implement and comply with a variety of policies in the workplace, and handbooks outline policies and procedures while they also serve as an introduction to the company, provide vital information on expectations, and reduce potential legal liability.
However, if your West Virginia employee handbook policies do not align with state or federal law, your company may face significant risks. Crafting state-specific employee handbooks can be a time-consuming and costly undertaking, especially when hiring in multiple states.
Thankfully, SixFifty’s Employment Docs platform provides valuable support to employers, simplifying state and federal compliance to make the process more efficient and cost-effective.
Here’s what you need to know about creating your own West Virginia employee handbooks.
Required West Virginia employee handbook policies
West Virginia requires employers to implement and comply with five state-specific policies:
- Emergency Personnel Leave Policy
- Jury Duty Leave Policy
- Meal and Rest Breaks Policy
- Public Officials Leave Policy
- Voting Leave Policy
These policies should be included in all West Virginia employee handbooks, regardless of company, industry, or other factors.
Optional West Virginia employee handbook policies
In addition to the five required state policies, employers can choose to include optional policies like these:
- Affinity Group Policy
- Arbitration Policy
- At-Will Employment Policy
- Background Check Policy
- Business Expense Policy
- Company Property Policy
- Confidentiality and Trade Secrets Policy
- Desk Hoteling Policy
- Direct Deposit Policy
- Dress Code Policy
- Drug and Alcohol Abuse Policy
- Electronic Devices While Driving Policy
- Employee Benefits Policy
- Employee Classification Policy
- Employee Dating Policy
- Employee References Policy
- Employment of Relatives Policy
- Exit Interview Policy
- Gifts Policy
- Health and Safety Policy
- Holidays Policy
- Immigration Law Compliance Policy
- Lactation Accommodation Policy
- Leave Policies, including: Paid Sick Leave; Parental Leave; Bereavement Leave; Organ, Bone Marrow, and Blood Donor Leave; Domestic Violence Leave; Crime Victim Leave; Witness Duty Leave; School Activity Leave
- Marijuana Policy
- Off-Duty Use of Facilities Policy
- Outside Employment Policy
- Overtime Policy
- Payment of Wages Policy
- Payroll Deductions Policy
- Performance Review Policy
- Personnel Files Policy
- Pets in the Workplace Policy
- Progressive Discipline Policy
- Public Relations Policy
- Punctuality and Attendance Policy
- Salary Pay Policy
- Social Media Policy
- Solicitation and Distribution of Literature Policy
- Technology Systems Policy
- Telecommuting Policy
- Temporary Relocation Policy
- Timekeeping Policy
- Vacation/Paid Time Off Policy
- Video Conferencing Policy
- Workers’ Compensation Policy
- Workplace Violence Policy
- Workplace Visitor Policy
- Workweek and Work Schedules Policy
Depending on your industry, company and employment type, company size and other relevant factors, you likely will not want to include all of the optional policies.
Required federal employee handbook policies
If you choose to create an employee handbook, you should include these policies that are required by federal employment law:
- Americans with Disabilities Act (ADA) Policy
- Equal Employment and Anti-Discrimination Policy
- Family Medical Leave Act (FMLA) Policy (for companies with more than 50 employees)
- Jury Duty Leave
- Military Service Leave
- Sexual Harassment Policy
- Lactation Accommodation Policy
- Religious Accommodation Policy
Employers in all 50 states are required to implement these policies, in addition to any that are required by the specific state(s) in which they have employees. Therefore, all of your employee handbooks should contain these federal policies (if your organization meets the 50-employee requirement for the FMLA Policy).
How to create a West Virginia employee handbook
Crafting your own West Virginia employee handbook can present challenges. Developing state-specific handbooks requires thorough research and drafting to ensure compliance with state and federal employment laws. Failure to align your handbook with the law may expose your organization to legal risk.
Some employers opt for the safer option of hiring an attorney to draft their employee handbooks. However, if you’re hiring in multiple states, billable hours can accumulate quickly. Alternatively, some employers might consider using online templates, but this approach can be risky. There’s no assurance that one-size-fits-all employee handbook templates will cover all the required state policies or use appropriate language.
This is where SixFifty’s Employment Docs toolset stands out. Instead of embarking on the research and drafting process yourself, engaging a lawyer, or relying on templates, Employment Docs allows you to create your own customized, state-specific employee handbooks that fully comply with West Virginia employee handbook requirements. The platform supports employers throughout the entire employment life cycle, from crafting offer letters and employee handbooks to separation agreements and offboarding documents. Employment Docs produces top-tier employment documents, including handbooks that meet all West Virginia employee handbook requirements. Moreover, our legal team monitors changes to employment legislation nationwide. Should any new developments arise, we will notify you so you can update your handbooks accordingly.
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