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Resources & Samples

HR Samples to Keep Your Day Moving

The information provided on this site serves only as a sample. All company policies, forms and procedures should be reviewed by company leadership, and HR expert or labor and employment attorney.

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Is the privacy of employee records a priority in your business? It should be. Here is a sample policy that you can use to govern the management of employee files.

Employee File Maintenance Policy

[Company Name] employee files are maintained by the human resources department and are considered confidential.
Managers and supervisors, other than the HR director and his or her subordinates, may only have access to personnel file information on a need-to-know basis.
Any manager or supervisor considering the hire of a former employee or the transfer of a current employee may be granted access to the file, or limited parts of it, in accordance with applicable non-discrimination regulations.
Personnel files are to be reviewed [in the HR department office], even by managers and supervisors. Personnel files may not be taken outside the department, even by managers and supervisors.
Representatives of government or law enforcement agencies, in the course of their normal duties, may be allowed access to file information. This decision will be made at the discretion of the [Title of Company Official] or the HR department in response to the employee’s request, a valid subpoena or a valid court order.
Employee file access by current and former employees will generally be permitted upon request within [insert number of days based on state law requirements] days of the request.

Severe Weather & Disaster Policy SAMPLE  (2017)

Severe weather is to be expected during certain months of the year. Except in cases of severe storms or disasters, all employees are expected to work our regular hours. Time taken off due to severe weather conditions while the business remains open is to be used as [PTO or is unpaid].

Exempt employees may be provided time off with pay when necessary to comply with state and federal wage and hour laws.

If extreme weather conditions require closing of the roads or highways in the immediate area surrounding the Company, or the the building is closed, you will be notified by your supervisor.

As a benefit to employees, non-exempt employees will be paid for half of their normally scheduled hours when the business is closed due to severe weather.


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