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Employee Benefits Policy Template

This template is a sample for employee benefits packages that you may want to offer. It is an example of an employee benefits policy that contains a list of employee benefits and perks along with associated expectations and stipulations.

The purpose of this benefits policy for employees

You can’t use a benefit or perk you don’t know about. So, here’s a deep dive into all the employment benefits available at [company name], including:

  • Employee health
  • Workers’ compensation
  • Employee expenses
  • Company cars
  • Parking
  • Company-issued equipment

The scope of our employee benefits program

To be eligible for any of the benefits listed in this employee benefits package (sample), you must be a full-time employee and have worked for the company, in good standing, for 90 days.

What are company benefits packages for employees?

Benefits and perks are the added resources our company invests in to help take care of you - so you don’t have to worry about a thing. From getting healthcare to a company car, we have your back!We offer comprehensive health care benefits to make sure you stay healthy (and are taken care of when things come up). And we even have tons of additional perks to help you do your best work.But we do have a few rules when it comes to them - so be sure to read our (sample) employee benefits package carefully!

Health insurance

It’s the big one: employee health insurance! Your health is of the utmost importance to us.We offer [group health insurance] to all employees. Plus, several options to add on [vision and/or dental]. And options to add on a health saving account (HSA) or flexible spending account (FSA). That way, you can choose the coverage that best fits your family’s needs.[Add this if you have more than 20 employees in the U.S. Under the Consolidated Omnibus Budget Reconciliation Act (COBRA), all employees can continue accessing group health benefits for a short time after leaving the company. But only if one of the following applies to you: termination for reasons other than gross misconduct or reduction in hours. The extended benefits can also apply to all family members previously covered. Reach out to HR for more information.]Please note that we also provide [group life insurance/supplemental insurance/ disability insurance] as well.If you need more information or help to apply, reach out to [member of our HR/contact person].

Workers’ compensation

While we do everything in our power to ensure a safe workspace, accidents (unfortunately) happen from time to time. Should this happen to you, either a physical injury or illness sustained at work, employees can receive wage replacement, medical care, and rehabilitation benefits. All of these are covered by workers’ compensation laws when possible.Let your manager know immediately if an injury is sustained at the workplace. Then talk with HR to help you file a claim. If you do not want to reach out to HR, you can contact [the local] workers’ compensation agency directly.Our workers’ compensation follows the guidelines of each place we operate in and may vary depending on your location.[Insert a summary of your worker’s compensation insurance packages and information on who your employees should speak to should they need these benefits here. When operating in multiple states or countries, be sure to mention specific guidelines for the region. Plus, provide contact information for local workers’ compensation boards.]

Working from home

Employees are allowed to work from home only if their job duties permit it. For example, people who are obliged to come in direct physical contact with customers are not eligible under this policy. But, employees who carry out most of their work on a computer can occasionally work off-site.Employees work from home when they complete their work at a place located outside of our company’s premises. They may work from home:

  • Full-time
  • On certain days
  • Every day, dividing their schedule between being present at the office and working from a remote location.

Work from home arrangements can be occasional, temporary, or permanent.Reasons that could demand telecommuting include but are not limited to:

  • Parenting
  • Bad weather
  • Emergencies
  • Medical reasons
  • Work-life balance
  • Overlong commute

Other reasons for working from home depend on employees’ and managers’ judgment.

Requesting to work from home

When employees plan to work from home, this procedure must be followed:

  • Employees file a request through email or a Human Resource Information System (HRIS) at least [two days] in advance.
  • Their managers must approve their request considering all elements we mentioned above.
  • If the work from home arrangement spans more than a week, managers and team members should meet to discuss details and set specific goals, schedules, and deadlines.

Employees who need to work from home for unforeseen reasons (e.g. illness or temporary difficult commute) should file their request as soon as possible, so managers can consider and approve it.Usually, work from home arrangements don’t affect employees’ employment terms. If working from home has any effect on compensation and benefits, then [HR] is responsible to create a new contract.

Expenses

We cover most of your expenses that might come from work-related events or trips. For example, we’ll cover:

  • [Business travel]
  • [Relocation]
  • [Education and training]
  • [Upon approval, outings to schmooze business partners]
  • [Upon approval, outings to touch base with colleagues]

However, not every expense will be covered.For example, we will cover the cost of the plane ticket round trip to a conference. But won’t cover the ticket for a museum or movie you saw while you were on the trip. The best practice is to check with HR beforehand to confirm which of your expenses we will reimburse for you.Make sure you keep all your receipts and submit them via [our expense software] within [3 months] of the initial expense. If approved, you will have your money back within [2] pay periods [via check].

Company car

The company car belongs to the company. You can use it for personal reasons as our company car policy states. But you will only be reimbursed for business-related reasons.If you drive a company car, you will be responsible for all the car’s usual maintenance. Keep an eye on gas levels, tire pressure, and make sure all other car fluids are at the correct levels. The last thing anyone wants is to seize the engine in the company car.

Who needs a company car?

Not everyone needs a car. You may only need/get a car for the following reasons:

  • [Needed as a critical part of your job (such as truck and delivery drivers)]
  • [Earned as a company perk for good work]

Plus, you will need a valid driver’s license and at least a [2 year] squeaky-clean driving record to qualify for this perk.

Accidents in a company car

Should an incident happen (we get that they do), immediately contact a member of our HR team. And they will reach out to our insurance provider. Do not accept responsibility or promise any amount of payment until after you have spoken to [HR and your manager].Be sure to read over the guidelines for the company leased car (above). Should you be found responsible for the incident, discipline will vary depending on the seriousness of the offense. For minor issues (such as letting an unauthorized drive operate the car) this will end with you being reprimanded, and the vehicle will be taken away.However, for something more serious, like driving under the influence, you may very well be terminated from the company.Make good and safe choices on the road. And don’t forget to double-check the company guidelines when in doubt.

Misuse of a company car

You may not do any of the following things in or with the company car:

  • Drive under the influence of any substance
  • Drive recklessly
  • Smoking
  • Selling, leasing, or lending the car to a friend (remember, it’s not really yours!)
  • Teaching someone how to drive with the car (use the old Honda to teach the kids!)
  • Leaving the doors unlocked while in dangerous, unattended areas
  • Allowing someone not authorized by the company to drive the car (unless there is an immediate emergency)

You must follow local traffic laws and the rules of the road. The company car can be taken away due to misuse at any time and for any reason.

Parking

We make sure parking is readily available and easily accessible at the office! And we have plenty of assigned parking available [for employees with disabilities, executives, and for those with company vehicles.] Interns and trainees may also be provided with a parking space.All unmarked spots are first-come-first-serve. Contact [HR/facilities manager] to see how you can secure your parking spot.The parking lot is still company property and should be respected as such. Be sure to only use your assigned space, and be mindful of your surroundings to avoid damage to people or property.We are not responsible for vandalism, theft, or fire damage that may happen in the company parking lot. So be sure to take appropriate steps to avoid these situations.

Company-issued equipment

When working with us, you may request to get a [cellphone, laptop, other electronics, and couch, maybe? Who knows!] Unless we specified, all company-issued equipment belongs to [company name]. And must be returned to the company when you are done.Be sure to treat these items as if they were your own. However, should something break or start acting up, let us know! We can arrange to fix it or replace it, depending on the circumstances.If you are one of many on the company’s cell phone plan, be sure to check what that contract covers. Additional charges (keep an eye on that data usage) will have to come out of your pocket. So don’t go too crazy with the minutes.

Stolen and damaged equipment

Making sure the company and your personal information is secure is incredibly important.Hot tip: If you’re unsure of how to do this, start by:

  • Having passcodes/passwords on all devices
  • Updating your computer’s security software when prompted
  • Making sure to log onto company accounts using a secure browser and use a private/locked WiFi network

Most company-issued equipment has built-in anti-malware, secure networks, and password protection - and we require that you use it to your benefit and as instructed.

Have questions, comments or concerns about our employee benefit policies?

Have a question about this policy? Reach out to a [member of our HR/contact person].

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