It is not a legal obligation to have a staff handbookA staff handbook is a manual provided to employees by an employer which usually contains information about company policies and procedures. and there are no hard and fast rules about what to put in it. The template Staff handbook and policies gives you an example, which you can adapt to suit your needs.

Bear in mind the following:

1. You must give your employeesIndividuals hired personally to work under contracts of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work. and workersStaff members who have an obligation to do their work personally for someone who is not their client or customer. at least the legal minimum allowances in relation to certain areas like sick payPayment made by an employer to a staff member during the staff member's time off work due to illness or disability., holiday leave and pay or maternity/paternity leaveA period of leave from work available to certain staff members in order to care for a new born child or support the child's mother. and pay. You may choose to offer staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. more than the legal minimums, eg paying sick payPayment made by an employer to a staff member during the staff member's time off work due to illness or disability. even if a staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. member is only off for one or two days. You can use your staff handbookA staff handbook is a manual provided to employees by an employer which usually contains information about company policies and procedures. to make clear what these legal entitlements are and what procedure staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. members must follow if they wish to exercise these rights. As well as this, you can use your handbook to set out any additional benefits that you may choose to offer your staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. eg travel card loans for commuters.

2. Providing staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. with a handbook can also help set expectations for what behaviour is acceptable and desirable across your business. For example, you can include an anti-harassmentUnwanted behaviour that makes someone feel intimidated, degraded, humiliated or offended. or anti-bullying policy and clearly set out your business's values.

3. You can also use your handbook to ensure your staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. are aware of both their and your legal obligations. For example, you can set out your obligations in relation to health and safety and data protectionThe area of law which deals with the way in which data can be handled..

See Q&A 8 for information about specific policies to put in place.

Bear in mind that it will not be appropriate to apply some of your HR policies and procedures to staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. other than employeesIndividuals hired personally to work under contracts of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work. (eg casual workersPeople hired to work on an as required basis, sometimes known as seasonal workers.). For more information see Q&A 3 below.

Your staff handbookA staff handbook is a manual provided to employees by an employer which usually contains information about company policies and procedures. should typically apply in full to your employeesIndividuals hired personally to work under contracts of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work..

Some of the policies and procedures in your staff handbookA staff handbook is a manual provided to employees by an employer which usually contains information about company policies and procedures. should also apply to staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. members other than employeesIndividuals hired personally to work under contracts of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work. (eg casual workersPeople hired to work on an as required basis, sometimes known as seasonal workers. and agency workersStaff supplied by a recruitment agency to work for a business under a contract made between the agency and the business. ), but it will usually not be appropriate for your entire handbook to apply to these staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer..

This is because non-employeesIndividuals hired personally to work under contracts of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work. are not entitled to the same legal rights and protections as employeesIndividuals hired personally to work under contracts of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work., and if you treat them in the same way, you run the risk that they will claim employeeAn individual hired personally to work under a contract of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work. status and its associated rights. One of the ways to avoid this is to avoid using policies and procedures you use for employeesIndividuals hired personally to work under contracts of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work. – such as grievanceA concern, problem or complaint which a member of staff raises with his employer. and disciplinary procedures or discretionary leave policies – with your other staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. members (see Casual workers (including zero-hours workers) for more information).

You should therefore consider each policy carefully when you are putting together your handbook and make it explicitly clear which policies are only applicable to your employeesIndividuals hired personally to work under contracts of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work..

Our template Staff handbook and policies is drafted on the basis that the following HR policies and procedures will apply to employeesIndividuals hired personally to work under contracts of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work. only:

1. Disciplinary and capability policy and procedure;

2. GrievanceA concern, problem or complaint which a member of staff raises with his employer. policy and procedure;

3. Flexible workingA working arrangement which is different to the normal working pattern. For example, it might involve working fewer or different hours, or working from home on certain days. policy;

4. Compassionate leaveTime off work granted to someone for personal reasons (commonly, to deal with the death of a family member or friend). policy;

5. Time off for jury service and public duties;

6. Time off for dependants;

7. Parental leaveA period of leave from work available to employees with children under the age of 18, in order to allow them to care for their children. policy; and

8. Maternity, paternity, adoption and shared parental leaveA process by which certain members of staff who are parents of a newborn or recently adopted child can share a period of leave from work to care for their child, provided certain criteria are met. During this time, they will be entitled to the benefit of all terms in their contract of employment (except remuneration terms) and afterwards they are entitled to return to work. policies.

Whatever rules and policies you choose to include in your staff handbookA staff handbook is a manual provided to employees by an employer which usually contains information about company policies and procedures., make sure that you schedule regular reviews to keep your handbook updated to reflect current law. You must also ensure that the issue date is clearly shown on the handbook. See Staff handbook and policies for an example of how to do this. This is in case there is ever a debate about which version of the staff handbookA staff handbook is a manual provided to employees by an employer which usually contains information about company policies and procedures. was valid on a certain date.

See Q&A 5 for more information about changing policies in your staff handbookA staff handbook is a manual provided to employees by an employer which usually contains information about company policies and procedures..

This depends upon whether or not the part of the staff handbookA staff handbook is a manual provided to employees by an employer which usually contains information about company policies and procedures. you want to amend forms part of your staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. members' employment contracts or not; see Q&A 6 for how to tell.

1. Contractual policies

   If the policy you want to change is part of the contract, you will usually need your employeesIndividuals hired personally to work under contracts of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work.' consent to change that part of the handbook.

   Note that you may be able to make the change without consulting your employeesIndividuals hired personally to work under contracts of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work. if the handbook specifically says you can (this is known as a flexibility clauseA clause in an employee's contract which gives the employer the ability to change certain terms of the contract without the consent of the employee. ). However, you must exercise caution in using a flexibility clauseA clause in an employee's contract which gives the employer the ability to change certain terms of the contract without the consent of the employee. . There are limits to the extent to which you can rely on these clausesProvisions or sections. Usually in a contract. and it is recommended that you obtain legal advice if you intend to use one to make significant changes. For access to a specialist lawyer in a few simple steps, you can use our Ask a Lawyer service.

   See Process for changing employee contracts for more information.

2. Non-contractual policies

   Provided that your staff handbookA staff handbook is a manual provided to employees by an employer which usually contains information about company policies and procedures. does not form part of your staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. members' employment contracts, you are free to amend it without obtaining their consent.

   If you do make a change, you should notify your staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. and draw their attention to the changes (eg by circulating an updated copy).

This depends on the wording in your staff handbookA staff handbook is a manual provided to employees by an employer which usually contains information about company policies and procedures. and employment contracts, and how you behave in practice. See Staff handbook and policies for a template staff handbookA staff handbook is a manual provided to employees by an employer which usually contains information about company policies and procedures..

Where your staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. member's employment contract refers to the staff handbookA staff handbook is a manual provided to employees by an employer which usually contains information about company policies and procedures. for more detail in relation to particular matters, what is said in the handbook on those matters may then become part of the contract. This is most likely to be the case with provisions that relate to employeeAn individual hired personally to work under a contract of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work. rights and benefits (eg redundancyWhen a staff member is dismissed because his role is no longer needed. and annual leavePaid time off work to which members of staff are entitled each year, also known as holiday leave.); if you have stated that you will apply a particular process or follow a particular formula when providing a benefit, this may well be contractual. A policy that is more general and perhaps provides a framework for managers, such as an equality policy, is less likely to be contractual.

Note that even if there is no specific reference to provisions of the staff handbookA staff handbook is a manual provided to employees by an employer which usually contains information about company policies and procedures. in your employment contracts, the handbook itself may create contractual obligations between you and your staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. member. Again, this is most likely in the context of particular rights and benefits which are clearly specified within the handbook and which the employeeAn individual hired personally to work under a contract of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work. is likely to rely on.

If the handbook forms part of the contract, you usually can't change its terms without consulting your employeesIndividuals hired personally to work under contracts of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work.; see Q&A 5 for more information.

If the change you want to make to a policy is likely to have a significant impact on your staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer., and you are unsure whether it's contractual or not, you should consider taking legal advice. For access to a specialist lawyer in a few simple steps, you can use our Ask a Lawyer service.

If you do not want your handbook to become contractual, it is best practice to make it clear, in unambiguous terms, in the handbook itself that it does not form part of staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. members' contracts unless stated otherwise, and that you may need to amend the policies contained within it from time to time. The template Staff handbook and policies contains wording to this effect.

In addition, you should be careful about incorporating references to the handbook within your staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. members' employment contracts; you should also make sure that you apply any discretionary non-contractual policies on a discretionary, and not a universal, basis.

Whenever you take on any new staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. members (aside from self-employed freelancersPeople, in business for themselves, who provide services to others. They may be individuals simply working under their own names, or may offer services through companies or partnerships. Sometimes known as consultants or independent contractors. ), you must ensure that you comply with legal data protectionThe area of law which deals with the way in which data can be handled. obligations. To comply, you should put in place a staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. data protectionThe area of law which deals with the way in which data can be handled. policy and provide certain privacy information to your staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer., which is typically done via a staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. privacy noticeA statement made by a business explaining to individuals what information it collects about them and how and why it will be used, stored and shared.; see Records and staff data for more information about how and when you can use personal dataAny information about an identifiable, living person. Information which cannot be used to identify someone on its own will still be personal data if it can be used in combination with other information to identify that individual. about your staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer.. For template policies, see Data protection policy and Staff privacy notice or create them as part of an entire staff handbookA staff handbook is a manual provided to employees by an employer which usually contains information about company policies and procedures. using our template Staff handbook and policies.

If you take on any new staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. members who are employeesIndividuals hired personally to work under contracts of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work., you are also legally required to put the following policies and procedures in place and give details to your staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer.:

1. A written statement of your general health and safety policy, if you have five or more employeesIndividuals hired personally to work under contracts of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work.; see Writing a health and safety policy for more information.

2. GrievanceA concern, problem or complaint which a member of staff raises with his employer. and disciplinary procedures; see Q&A 12 and Q&A 13.

You are legally required to provide employeesIndividuals hired personally to work under contracts of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work. and casual workersPeople hired to work on an as required basis, sometimes known as seasonal workers. with details about sick payPayment made by an employer to a staff member during the staff member's time off work due to illness or disability. and leave and annual pay and leave in their contracts, and many employersA people or businesses hiring one or more staff members. will supplement this information with policies on these matters set out in their staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. handbooks (see Q&A 10 and Q&A 11).

Staff handbook and policies includes example policies to deal with all of the above.

Additional policies are optional but, in many cases, recommended for the smooth running of your business; see Q&A 8.

If you have staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. who are employeesIndividuals hired personally to work under contracts of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work. or casual workersPeople hired to work on an as required basis, sometimes known as seasonal workers., you are required to set out details of their sick payPayment made by an employer to a staff member during the staff member's time off work due to illness or disability. and leave entitlements in their contracts of employmentContracts between employer and employee which sets out the rights and responsibilities of both.. In addition, you should have a sickness absence policy in place which deals with your procedures for dealing with sickness absence in more detail, for all staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. who are entitled to it (this includes agency workersStaff supplied by a recruitment agency to work for a business under a contract made between the agency and the business. ). This will help to ensure that sickness absences are dealt with fairly and consistently across your work force.

In particular, you should give consideration to:

1. how you want your staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. to notify you when they are sick;

2. whether you want to offer any enhanced sick payPayment made by an employer to a staff member during the staff member's time off work due to illness or disability. over the minimum statutory sick payA sum of money that certain members of staff are entitled to if they cannot work because of sickness. (which is very low);

3. what absence levels and subsequent review process will trigger the beginning of a formal disciplinary procedure; and

4. what your policy will be regarding staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. taking time off to attend medical appointments.

You may also want to have a method of recording sickness absence and can consider investing in HR software to help you keep track of staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. absences.

When setting your policy, remember that if someone is absent from work due to a disabilityA physical or mental impairment which has a substantial or long-term effect on a person’s ability to carry out normal day to day activities., you must make any reasonable adjustments to help that staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. member remain at or return to work before imposing any penalty under your sickness absence policy. Reasonable adjustments could include agreeing to change the staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. member’s hours so they can reach work more easily or having a higher trigger point for days absent before you review whether or not to take formal disciplinary action.

The Staff handbook and policies sets out a sickness absence policy that you can adapt to meet your needs, as well as a basic policy to cover time off for medical appointments. You can choose to generate the policy either on its own or as part of a full staff handbookA staff handbook is a manual provided to employees by an employer which usually contains information about company policies and procedures.. Further information regarding sickness absence (including minimal legal entitlements) can be found in Sickness absence.

If you have staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. who are employeesIndividuals hired personally to work under contracts of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work. or casual workersPeople hired to work on an as required basis, sometimes known as seasonal workers., you are required to set out details of their annual leavePaid time off work to which members of staff are entitled each year, also known as holiday leave. and pay entitlement in their contracts. In addition, you should have a holiday policy in place which deals with your procedures for dealing with holiday in more detail, for all staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. who are entitled to it (this includes agency workersStaff supplied by a recruitment agency to work for a business under a contract made between the agency and the business. ). This will help to ensure that holiday requests are dealt with fairly and consistently across your work force.

The Staff handbook and policies sets out a very basic annual leavePaid time off work to which members of staff are entitled each year, also known as holiday leave. policy that refers the reader to their contract of employmentA contract between employer and employee which sets out the rights and responsibilities of both. for their full rights. You can choose to generate the policy either on its own or as part of a full staff handbookA staff handbook is a manual provided to employees by an employer which usually contains information about company policies and procedures.. Further information regarding annual leavePaid time off work to which members of staff are entitled each year, also known as holiday leave. (including minimum legal entitlements) can be found in Dealing with annual leave. It will help you to consider in advance your own operational requirements in relation to the following matters:

1. when your holiday yearThe period in which a staff member must take his annual holiday leave. will start and end (this is at your discretion, but most businesses opt for the calendar year or their financial year);

2. whether you need to require staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. to take annual leavePaid time off work to which members of staff are entitled each year, also known as holiday leave. at certain times (such as over the Christmas and New Year period); and

3. whether you will allow staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. to carry over holiday from one year to the next.

You are legally required to provide your employeesIndividuals hired personally to work under contracts of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work. and casual workersPeople hired to work on an as required basis, sometimes known as seasonal workers. with details of your grievanceA concern, problem or complaint which a member of staff raises with his employer. procedure that will apply to them. This will include who a grievanceA concern, problem or complaint which a member of staff raises with his employer. should be reported to, what process will be followed and the right to appeal a finding. You need to decide who in your business will deal with grievanceA concern, problem or complaint which a member of staff raises with his employer. matters if they come up and who will deal with any appeal. It is recommended that you only subject your casual workersPeople hired to work on an as required basis, sometimes known as seasonal workers. to your formal grievanceA concern, problem or complaint which a member of staff raises with his employer. procedure to the extent that it is appropriate to do so (eg in relation to discriminationTreating someone differently directly or indirectly because of their age, disability, gender reassignment, marriage or civil partnership status, being pregnant and/or being on maternity leave, race, religion or belief, sex or sexual orientation. claims) as it can lead to an implication that they are in fact your employeesIndividuals hired personally to work under contracts of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work. rather than casual workersPeople hired to work on an as required basis, sometimes known as seasonal workers.. You could consider instead referring to an informal grievancesConcerns, problems or complaints raised by a member of staff with his employer. procedure in their contract, reserving the right to apply your formal procedures where appropriate. Our template Contract - casual worker contains wording to this effect.

In addition, it is good practice to have separate policies to work alongside your general grievanceA concern, problem or complaint which a member of staff raises with his employer. procedure in relation to:

1. WhistleblowingWhen an individual discloses information, usually about wrongdoing within a business, that he reasonably believes is in the public interest. For example if a crime has been committed or someone's health and safety has been endangered.. Your whistleblowingWhen an individual discloses information, usually about wrongdoing within a business, that he reasonably believes is in the public interest. For example if a crime has been committed or someone's health and safety has been endangered. policy should include details of what types of issue you expect to be reported, who a staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. member should contact in the first instance and how the matter will be dealt with thereafter.

2. Bullying and harassmentUnwanted behaviour that makes someone feel intimidated, degraded, humiliated or offended.. If you fail to protect your staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. from harassmentUnwanted behaviour that makes someone feel intimidated, degraded, humiliated or offended. (from other staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. members, customers or anyone else) in the course of their employment, your business could face a legal claim from them for compensation. The Equality and Human Rights CommissionGreat Britain’s independent national body providing guidance on equality issues. It has legal powers to challenge discrimination, promote equality of opportunity and protect human rights. recommends that employersA people or businesses hiring one or more staff members. have a separate policy on bullying and harassmentUnwanted behaviour that makes someone feel intimidated, degraded, humiliated or offended..

3. Sexual harassmentUnwanted behaviour that makes someone feel intimidated, degraded, humiliated or offended.. EmployersA people or businesses hiring one or more staff members. have a duty to prevent sexual harassmentUnwanted behaviour that makes someone feel intimidated, degraded, humiliated or offended.. To comply with this duty, you should have effective and well-communicated policies and practices which aimAlternative Investment Market, a sub-market on the London Stock Exchange for growing companies to prevent harassmentUnwanted behaviour that makes someone feel intimidated, degraded, humiliated or offended. and victimisation. The policies should be regularly monitored and reviewed. You should have separate policies for sexual harassmentUnwanted behaviour that makes someone feel intimidated, degraded, humiliated or offended. and other forms of harassmentUnwanted behaviour that makes someone feel intimidated, degraded, humiliated or offended. or have one policy that clearly distinguishes between the different forms of harassmentUnwanted behaviour that makes someone feel intimidated, degraded, humiliated or offended.. You must also carry out a sexual harassmentUnwanted behaviour that makes someone feel intimidated, degraded, humiliated or offended. risk assessmentThe process of looking at what hazards may be present when doing a certain activity, or in a certain area, and the steps which can be taken to eliminate or reduce those dangers.. See our Sexual harassment risk assessment for a template you can use. For more information, see Grievances and disciplinary procedure.

Policies you can use, which include the relevant points, can be found in Staff handbook and policies. You can choose to generate the policy either on its own or as part of a full staff handbookA staff handbook is a manual provided to employees by an employer which usually contains information about company policies and procedures..

Further information about how to handle general grievancesConcerns, problems or complaints raised by a member of staff with his employer., whistleblowingWhen an individual discloses information, usually about wrongdoing within a business, that he reasonably believes is in the public interest. For example if a crime has been committed or someone's health and safety has been endangered. complaints and complaints about bullying and harassmentUnwanted behaviour that makes someone feel intimidated, degraded, humiliated or offended. can be found in Handling grievances.

You are legally required to provide your employeesIndividuals hired personally to work under contracts of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work. and casual workersPeople hired to work on an as required basis, sometimes known as seasonal workers. with details of your disciplinary procedures. Your disciplinary policy will usually include details about the process involved in investigating and handling a disciplinary matter, as well as examples of the types of behaviour or conduct that will lead to disciplinary action. You need to decide who in your business will deal with disciplinary matters if they come up and who will deal with any appeal. It is recommended that you only subject your casual workersPeople hired to work on an as required basis, sometimes known as seasonal workers. to your formal disciplinary procedure to the extent that it is appropriate to do so as it can lead to an implication that they are in fact your employeesIndividuals hired personally to work under contracts of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work. rather than casual workersPeople hired to work on an as required basis, sometimes known as seasonal workers.. You could consider instead referring to an informal disciplinary procedure in their contract. Our template Contract - casual worker contains wording to this effect.

It is a good idea to have a separate policy to deal specifically with smoking, drugs and alcohol.

Policies you can use, which include the relevant points, can be found in Staff handbook and policies. You can choose to generate the policy either on its own or as part of a full staff handbookA staff handbook is a manual provided to employees by an employer which usually contains information about company policies and procedures..

Further information about how to handle disciplinary matters can be found in Taking disciplinary action.

You are under an obligation not to discriminate To treat someone differently directly or indirectly becasue of their age, disability, gender reassignment, marriage or civil partnership status, being pregnant and/or being on maternity leave, race, religion or belief, sex or sexual orientation.against, harass or victimise staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. members on the basis of their age, sex, race, disabilityA physical or mental impairment which has a substantial or long-term effect on a person’s ability to carry out normal day to day activities., gender reassignment, sexual orientation, marital status, pregnancy, or religion or belief. The obligation also extends to how your staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. treat your clients or customers, so you should ensure that your staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. members know how to behave accordingly.

The best way to achieve both these aims is to have a good equal opportunities and anti-bullying and harassmentUnwanted behaviour that makes someone feel intimidated, degraded, humiliated or offended. policy before you take any staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. on, and to provide your staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. with training on their obligations once they arrive. If you have a policy, you must abide by it. Do not promise anything in your policy that you will not or cannot deliver as this damages An sum of money ordered by a court to be paid to a person as compensation for loss or injury. your case if ever a discriminationTreating someone differently directly or indirectly because of their age, disability, gender reassignment, marriage or civil partnership status, being pregnant and/or being on maternity leave, race, religion or belief, sex or sexual orientation. claim is brought and it can be shown that you have not followed your own procedure .

See the template Staff handbook and policies for an example of an equal opportunities policy you can use. You can choose to generate the policy either on its own or as part of a full staff handbookA staff handbook is a manual provided to employees by an employer which usually contains information about company policies and procedures..

While you are not obliged by law to have an anti-bribery and corruption policy, it is sensible to have adequate procedures in place to prevent your staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. from taking part in corrupt practices. There is a general policy in the template Staff handbook and policies. You can choose to generate the policy either on its own or as part of a full staff handbookA staff handbook is a manual provided to employees by an employer which usually contains information about company policies and procedures.. Note that it does not cover any tax evasion issues. If this is a risk within your business, you should take legal advice on what steps you need to take to protect your business. For access to a specialist lawyer in a few simple steps, you can use our Ask a Lawyer service.

Involvement in bribery and corruption is a criminal offence. Your business could face an unlimited fine and individuals could be imprisoned for up to 10 years if found guilty. In particular, it is an offence if you:

1. offer, promise or give a bribe;

2. request, agree to, or accept a bribe;

3. bribe a foreign public official to obtain or retain a business advantage;

4. as a commercial organisation, fail to prevent bribery by any of your staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. members.

Note that bribery covers more than just cash payments. It includes the offering non-financial advantages too, promised or given as an inducement to, or reward for, carrying out improper activities or functions.

You should ensure that written information about the rights and policies applicable to new and expectant parents is available to those staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. members, so that the various rights and obligations are clear. You should include information about rights to time off work for antenatal or pre-adoption appointments, the rules about leave and pay during the child's first year and rights upon returning to work. Your policies should include information about whether you will offer the minimum rights required by law, or more than this.

Bear in mind that you must provide all employeesIndividuals hired personally to work under contracts of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work. and casual workersPeople hired to work on an as required basis, sometimes known as seasonal workers. with details about any paid leave they are entitled to, which may include paternity, paternity, adoption or shared parental leaveA process by which certain members of staff who are parents of a newborn or recently adopted child can share a period of leave from work to care for their child, provided certain criteria are met. During this time, they will be entitled to the benefit of all terms in their contract of employment (except remuneration terms) and afterwards they are entitled to return to work. pay, on or before their first day of work. It is best practice to include a reference to this in their contracts but include the details in a separate document (eg a staff handbookA staff handbook is a manual provided to employees by an employer which usually contains information about company policies and procedures.) to avoid the risk of turning non-contractual benefits into contractual ones. See Employment contracts and Contracts for casual workers for further guidance.

See the template Staff handbook and policies for example policies you can use. You can choose to generate the policy either on its own or as part of a full staff handbookA staff handbook is a manual provided to employees by an employer which usually contains information about company policies and procedures..

For information about maternity and adoption, see Pregnancy, maternity and adoption and for information about paternity and shared parental leaveA process by which certain members of staff who are parents of a newborn or recently adopted child can share a period of leave from work to care for their child, provided certain criteria are met. During this time, they will be entitled to the benefit of all terms in their contract of employment (except remuneration terms) and afterwards they are entitled to return to work., see Paternity and shared parental leave.

ACASAdvisory, Conciliation and Arbitration Service. A free service providing information and advice on workplace relations and employment law to both employers and employees. recommends putting in place a flexible workingA working arrangement which is different to the normal working pattern. For example, it might involve working fewer or different hours, or working from home on certain days. policy as best practice to ensure that you handle requests consistently and to ensure that you are transparent with your staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. about how you will deal with them. It recommends putting in place a separate, specific home working policy (if you have or will have home workersStaff members who have an obligation to do their work personally for someone who is not their client or customer. ) setting out how you will manage home workersStaff members who have an obligation to do their work personally for someone who is not their client or customer. and ensuring that you do so in a consistent fashion.

See Flexible working policy for a template flexible workingA working arrangement which is different to the normal working pattern. For example, it might involve working fewer or different hours, or working from home on certain days. policy and Working from home policy for a separate working from home policy. You can choose to generate these policies either on their own or as part of a full staff handbookA staff handbook is a manual provided to employees by an employer which usually contains information about company policies and procedures. using Staff handbook and policies. You should review your policy on a regular basis (eg every 12 months) to ensure that it is working effectively for both you and your employeesIndividuals hired personally to work under contracts of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work..

For more information about flexible workingA working arrangement which is different to the normal working pattern. For example, it might involve working fewer or different hours, or working from home on certain days. , see Staff flexible working.

EmployeesIndividuals hired personally to work under contracts of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work. are entitled to time off work to deal with emergencies involving their dependants and to put in place arrangements following the death of a dependant. Parents of babies who require neonatal care and all parents of children under eighteen have the right to time off work to look after them.

It is a good idea to put policies in place to explain how these rights (and any additional rights you choose to offer on top of the legal minimums) work, including the circumstances in which they apply and how to request them.

Template policies (Time off for dependants, Compassionate leaveTime off work granted to someone for personal reasons (commonly, to deal with the death of a family member or friend). and Parental leaveA period of leave from work available to employees with children under the age of 18, in order to allow them to care for their children.) can be found in Staff handbook and policies. You can choose to generate the policy either on its own or as part of a full staff handbookA staff handbook is a manual provided to employees by an employer which usually contains information about company policies and procedures.. Further information can be found in Time off for appointments, caring and public duties.

EmployeesIndividuals hired personally to work under contracts of employment, usually in exchange for payment. Employees are normally fully integrated into the business and the employer exercises a large degree of control over their work. have the right to take time off to undertake jury service and certain other types of public duty. They do not have the right to be paid, although some businesses choose to do so.

It is a good idea to put a policy in place explaining how these rights work, what process to follow if staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. need to access them and whether or not you will pay them for this type of time off.

A template policy (Time off for jury service and public duties) can be found in Staff handbook and policies. You can choose to generate the policy either on its own or as part of a full staff handbookA staff handbook is a manual provided to employees by an employer which usually contains information about company policies and procedures.. Further information can be found in Time off for jury service, public duties and trade union activities.

If you want to impose a dress code on your workforce, your staff handbookA staff handbook is a manual provided to employees by an employer which usually contains information about company policies and procedures. is a sensible place to set out what it will be. While you are largely free to set your dress code as you wish, be mindful of the potential to discriminate To treat someone differently directly or indirectly becasue of their age, disability, gender reassignment, marriage or civil partnership status, being pregnant and/or being on maternity leave, race, religion or belief, sex or sexual orientation.against certain groups through the imposition of a dress code. For example, a requirement that all staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer. refrain from wearing visible jewellery could discriminate To treat someone differently directly or indirectly becasue of their age, disability, gender reassignment, marriage or civil partnership status, being pregnant and/or being on maternity leave, race, religion or belief, sex or sexual orientation.against someone who is required to do so as part of their faith. Bear in mind that whilst it will not necessarily be discriminatory to impose different dress code requirements on male and female staffAnybody who works for a business, whether as an employee, casual worker, apprentice, agency worker or freelancer., the standards of dress code should nonetheless be equivalent (for example, a requirement that men wear a shirt and tie may be discriminatory if women are permitted to wear casual attire). You must also ensure that any dress code policy is applied consistently across your workforce.

A template policy can be found in Staff handbook and policies. You can choose to generate the policy either on its own or as part of a full staff handbookA staff handbook is a manual provided to employees by an employer which usually contains information about company policies and procedures..