Employee Benefits and Perks Policy Template

Introduction

^*Disclaimer from Trainual

Please note that this template is not a legal document. And its information is for general knowledge and educational purposes only — not to provide advice on how to structure your organization's processes and/or policies. Meaning, this template should never be taken in place of legal advice. 

To use, you will need to customize this template to meet all your company's requirements. So, please update it with any and all relevant information before rolling it out (like deleting this step)!

The Importance of Employee Benefits

At our company, we firmly believe that the well-being and satisfaction of our employees are crucial to our collective success. This is why we place great emphasis on offering a comprehensive range of employee benefits and perks. These benefits are more than just additional incentives; they are a reflection of our commitment to supporting and valuing our team members, both in their professional and personal lives.

A well-rounded benefits package is essential for fostering a positive workplace environment. It aids in attracting and retaining top talent, ensuring that our team is composed of skilled and motivated individuals. Benefits like health insurance, workers' compensation, and the ability to work from home contribute to the physical and mental well-being of our employees, enabling them to perform their best. Additionally, perks such as flexible working hours, professional development opportunities, and wellness programs demonstrate our recognition of the diverse needs of our workforce.

By investing in comprehensive benefits and perks, we are not only enhancing the quality of work life for our employees but also building a strong, supportive, and productive company culture. We encourage our employees to take full advantage of these offerings, as they are integral to their overall job satisfaction and personal growth.

Our Employee Benefits and Perks

Health Insurance

It’s the big one: employee health insurance! Your health is of the utmost importance to us. 

We offer health insurance to all full-time employees. Plus, several options to add on vision and dental plans. 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. 

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.

If you need more information or help to apply, reach out to a member of HR.

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.

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 (up to $2,500).
• Education and training.
• Upon approval, outings to schmooze business partners.
• Upon approval, outings to touch base with colleagues.
  

Not every expense will be covered. So be sure to check what can and can’t be reimbursed.

For example, we will cover the cost of the plane ticket round trip to a conference. But don’t try to slip in a receipt from a museum or the movies. The best practice is to check with HR beforehand to confirm which of your expenses we will reimburse for you.

As mentioned before, keep all your receipts and submit them through your manager via Travel Perk within 3 months of the initial expense. If approved, you will have your money back within 2 pay periods via automatic deposit to the payroll bank account on file.

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?

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).
• To deliver site supplies from our HQ.
• To expedite or resolve an urgent matter with supplies or resources, as needed.

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).

IMPORTANT: 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.

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 Saguaro 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

If any of your company equipment is broken or stolen, let your manager know within 24 hours of the event. All the equipment we give out is insured and often can be traced if stolen, especially phones and laptops.

Be sure to also file a theft statement (affidavit) with local law enforcement and give you manager a copy.

Security of the devices and you

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.
• Never leaving equipment lying around open for all to see.
• 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.

Conclusion

Have Questions?

In summary, our range of employee benefits and perks is designed with your well-being and job satisfaction in mind. These offerings represent our commitment to creating a supportive and enriching work environment. We encourage you to explore and utilize these benefits fully, as they are a vital part of your employment with us.

Should you have any questions or need more information about specific benefits or how to access them, please don’t hesitate to contact our Human Resources department.