Employment Policy Packet - for use in a Personnel Policy Manual (Canada)

Various employment policies and practices to be used when constructing or amending a personnel policy manual.

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Compiling and distributing a personnel policy manual (also known as an employee handbook) can be a valuable practice for many businesses. By providing a uniform and carefully considered statement of your company’s policies, rules, and expectations, you can ensure that your company’s positions are easily understood both by employees, as well as by a court should a claim be brought by or against you regarding your employment practices.

This packet includes the following employment policies to be used to help you construct your own Personnel Policy or Employee Manual:

A. Equal Employment Opportunity Policy
B. Overtime Policy
C. Personnel Policy Manual Purpose and Revisions Policy
D. Probationary Period Policy
E. Retirement Policy
F. Substance Abuse Policy
G. Staff Bonus Policy
H. Travel and Expense Policy

This form also includes special formatting features to assist you in completing the agreement.

This form can be used in the following provinces: Alberta, British Columbia, Manitoba, New Brunswick, Newfoundland and Labrador, Northwest Territories, Nova Scotia, Nunavut, Ontario, Prince Edward Island, Saskatchewan and Yukon.
This is the content of the form and is provided for your convenience. It is not necessarily what the actual form looks like and does not include the information, instructions and other materials that come with the form you would purchase. An actual sample can also be viewed by clicking on the "Sample Form" near the top left of this page.

 

 
Equal Employment Opportunity Policy
 
[Name of Employer] is committed to equal employment opportunity in its business operations and employment practices. The Company strives to comply with all applicable laws prohibiting discrimination against any applicant or employee on grounds of race, ancestry, place of origin, color, ethnic origin, citizenship, age, creed, sex, marital status, family status, handicap, record of offenses, and sexual orientation. In addition, every person has the right to be free from harassment in employment because of race, ancestry, place of origin, color, ethnic origin, citizenship, age, creed, sex, marital status, family status, handicap, record of offenses, and sexual orientation. This also includes the right to be free from unwelcome sexual conduct or solicitation made by individuals in a situation to confer, grant, or deny employment advancement or benefit.
This policy applies to all aspects of employment, including recruitment, hiring, placement, promotion, transfer, compensation, training, education, and to the use of the company facilities.
 
Overtime
 
 
All overtime will be paid in accordance with all applicable laws and in accordance with this policy.
 
1.   Authorization for Overtime Work. 
 
All overtime work must be approved by the employees departmental manager in writing before any overtime is worked. No employee shall work overtime without such express authorization. Form No. [Overtime Form Number] must be filled out by a department manager, indicating the estimated hours of overtime to be worked.
 
2.   Procedure for Overtime Payment. 
 
An approved employee overtime form (Form No. [Overtime Form Number]) must be completed with actual hours and given to payroll within one (1) week of working any overtime. Payment for approved overtime will be given one (1) pay period from the time the completed form arrives in payroll.
 
Personnel Policy Manual
Purpose and Revisions
 
3.   Purpose.
This policy manual for [Name of Employer] has been prepared in order that you, as a full-time, part-time, or term employee, may have an informed understanding of certain company policies, procedures, rules, and benefits. It is intended to be used as a reference aid for clarification and consistency in the implementation of policies, procedures, rules, and benefits. From this point forward, [Name of Employer] will be referred to as the “Company” unless otherwise stated.
Policies contained in this manual apply to all full-time, part-time, and term employees, who will be referred to as “Employees” of the Company unless otherwise stated. These policies also apply to all of the Companys independent contractors where stated.
This Personnel Policy Manual is not intended to be all-inclusive. We encourage you to make inquiries and suggestions regarding the contents of this manual to the Human Resource Manager for discussion and/or clarification.
4.   Revisions.
The policies, procedures, rules, and benefits contained in this Personnel Policy Manual supercede all previous policies, procedures, rules, and benefits of the Company, both oral and written, with the following exceptions: all non-disclosure and non-competition agreements, all stock option agreements, and all individual employment agreements.
In addition, the policies, procedures, rules, and benefits in this Personnel Policy Manual will comply with  laws, which prevail over any contrary provision contained in this manual.
All changes to the policies, procedures, rules, or benefits in this manual can only be made in writing by the Human Resource Manager with the approval of the President and those changes will be in effect as of the date published. The Company reserves the right to add, remove, or change any policies, procedures, rules, or benefits at any future time without providing reasonable notice.
 
Probationary Period Policy
 
All employees are required to complete a [six] ([6]) month probation period. During this probation period, an evaluation will be completed by the Employees Manager or Team Leader to assess the employees job performance and suitability for continued employment. Your employment may be terminated by the Company at any time during this period or upon its completion for any reason whatsoever, by providing you with one (1) weeks notice or payment of 1 weeks salary in lieu thereof or such greater amount as may be required by applicable laws.  Upon providing the notice as set out herein, it is specifically understood that the Company shall have no further obligation to employees for the payment of notice, payment in lieu thereof, damages, or compensation whether at common law, by statute, or otherwise.
The employee may resign at any time during their probation period by giving one (1) weeks notice.
 
 
Retirement Policy
 
It is a policy of [Employer Name] that, notwithstanding any other provisions of this Personal Policy Manual, the employment of employees shall not extend beyond the date on which the employee reaches sixty-five (65) years of age (“Retirement”). In the event of Retirement, the Company shall have no obligation to provide notice, payment in lieu thereof, termination pay, severance pay, damages, or any compensation in relation thereto.
 
Substance Abuse Policy
 
It is a policy of [Name of Employer] to provide a safe and productive work environment that is free from the effects of drug and alcohol abuse.
No employee shall report to work or remain at work while under the influence of an illegal drug, controlled substance, or alcohol.
Likewise, the use, sale, manufacture, transfer, or possession of alcohol, illegal drugs, or controlled substances on the job, on Company property, or in Company leased or owned vehicles is prohibited.
Violators will be subject to serious disciplinary action up to and including termination of employment.
Employees should seek assistance and/or medical treatment where necessary.
 
Staff Bonus Policy
 
Bonus Pool
At the end of each fiscal year, the Company will review its financial performance for the year and set aside a pool of funds to be used for distributing staff bonuses. The amount of the bonus pool will vary from year to year depending upon the profitability of the Company and, at the discretion of the Company, there may be no bonus pool if circumstances do not so warrant.
 
Eligibility
All full-time employed staff members of the Company (excluding [List any Exclusions (ie. assistant managers)]) who have at least one (1) full year of continuous employment with the Company are eligible for consideration for a bonus. A staff member who is not employed by the Company at the time the bonus pool is established will not be eligible for a bonus.
 
Award Categories
Three “performance” bonuses, in amounts established by the Company, will be awarded to the three eligible staff members demonstrating, in the Companys view, the best overall performance for the year. The balance of the bonus pool will be distributed equally to all remaining eligible staff members.
 
Qualifications
For the purposes of determining the three staff members demonstrating the best overall performance for the year, the following factors will be considered, with an emphasis on those qualities which contribute to the firm as a whole:
   Attitude
   Teamwork
   Leadership
   Loyalty
   Productivity
   Self-Motivation
   Skills (speed, accuracy, organization)
   Professionalism
   Interpersonal Skills
   Self improvement over previous year
Travel and Expense Procedure Policy
 
1.   Travel.
All travel for the company is to be arranged though the Executive Assistant in charge of travel.
2.   Travel Advances.
All travel advances are to be arranged through the accounting department five (5) days prior to the business trip. It is the responsibility of the employee to deduct any travel advance given on the expense report relating to the trip for which the advance was given.
3.   Mileage. 
Any use of an employees own vehicle for company business will be paid at a rate of [1st Reimbursement Rate (ie. $0.31)] per  for the first [Number of Miles/Kilometers which 1st Reimbursement Rate Applies to]  and [2nd Reimbursement Rate (ie. $0.22)] per  thereafter. All mileage claims must be submitted through an expense report.
4.   Expense Reports.
Expense reports must be filled out on a timely basis for any reimbursement of Company expenses. Receipts and explanations must be included with all expense reports. Expense reports are to be signed by the employee and their manager and forwarded to Accounting.
5.   Reimbursement.
Employees will be reimbursed for reasonable expenses incurred during the course of their duties, upon the submission and approval of the expense reports, explanations, receipts, and vouchers in accordance with this policy. The company will consider and approve, in its sole discretion, the reasonableness of expenses, and the amount that will be reimbursed.
 
 
 
Number of Pages10
DimensionsDesigned for Letter Size (8.5" x 11")
EditableYes (.doc, .wpd and .rtf)
UsageUnlimited number of prints
Product number#28452
This is the content of the form and is provided for your convenience. It is not necessarily what the actual form looks like and does not include the information, instructions and other materials that come with the form you would purchase. An actual sample can also be viewed by clicking on the "Sample Form" near the top left of this page.

 

 
Equal Employment Opportunity Policy
 
[Name of Employer] is committed to equal employment opportunity in its business operations and employment practices. The Company strives to comply with all applicable laws prohibiting discrimination against any applicant or employee on grounds of race, ancestry, place of origin, color, ethnic origin, citizenship, age, creed, sex, marital status, family status, handicap, record of offenses, and sexual orientation. In addition, every person has the right to be free from harassment in employment because of race, ancestry, place of origin, color, ethnic origin, citizenship, age, creed, sex, marital status, family status, handicap, record of offenses, and sexual orientation. This also includes the right to be free from unwelcome sexual conduct or solicitation made by individuals in a situation to confer, grant, or deny employment advancement or benefit.
This policy applies to all aspects of employment, including recruitment, hiring, placement, promotion, transfer, compensation, training, education, and to the use of the company facilities.
 
Overtime
 
 
All overtime will be paid in accordance with all applicable laws and in accordance with this policy.
 
1.   Authorization for Overtime Work. 
 
All overtime work must be approved by the employees departmental manager in writing before any overtime is worked. No employee shall work overtime without such express authorization. Form No. [Overtime Form Number] must be filled out by a department manager, indicating the estimated hours of overtime to be worked.
 
2.   Procedure for Overtime Payment. 
 
An approved employee overtime form (Form No. [Overtime Form Number]) must be completed with actual hours and given to payroll within one (1) week of working any overtime. Payment for approved overtime will be given one (1) pay period from the time the completed form arrives in payroll.
 
Personnel Policy Manual
Purpose and Revisions
 
3.   Purpose.
This policy manual for [Name of Employer] has been prepared in order that you, as a full-time, part-time, or term employee, may have an informed understanding of certain company policies, procedures, rules, and benefits. It is intended to be used as a reference aid for clarification and consistency in the implementation of policies, procedures, rules, and benefits. From this point forward, [Name of Employer] will be referred to as the “Company” unless otherwise stated.
Policies contained in this manual apply to all full-time, part-time, and term employees, who will be referred to as “Employees” of the Company unless otherwise stated. These policies also apply to all of the Companys independent contractors where stated.
This Personnel Policy Manual is not intended to be all-inclusive. We encourage you to make inquiries and suggestions regarding the contents of this manual to the Human Resource Manager for discussion and/or clarification.
4.   Revisions.
The policies, procedures, rules, and benefits contained in this Personnel Policy Manual supercede all previous policies, procedures, rules, and benefits of the Company, both oral and written, with the following exceptions: all non-disclosure and non-competition agreements, all stock option agreements, and all individual employment agreements.
In addition, the policies, procedures, rules, and benefits in this Personnel Policy Manual will comply with  laws, which prevail over any contrary provision contained in this manual.
All changes to the policies, procedures, rules, or benefits in this manual can only be made in writing by the Human Resource Manager with the approval of the President and those changes will be in effect as of the date published. The Company reserves the right to add, remove, or change any policies, procedures, rules, or benefits at any future time without providing reasonable notice.
 
Probationary Period Policy
 
All employees are required to complete a [six] ([6]) month probation period. During this probation period, an evaluation will be completed by the Employees Manager or Team Leader to assess the employees job performance and suitability for continued employment. Your employment may be terminated by the Company at any time during this period or upon its completion for any reason whatsoever, by providing you with one (1) weeks notice or payment of 1 weeks salary in lieu thereof or such greater amount as may be required by applicable laws.  Upon providing the notice as set out herein, it is specifically understood that the Company shall have no further obligation to employees for the payment of notice, payment in lieu thereof, damages, or compensation whether at common law, by statute, or otherwise.
The employee may resign at any time during their probation period by giving one (1) weeks notice.
 
 
Retirement Policy
 
It is a policy of [Employer Name] that, notwithstanding any other provisions of this Personal Policy Manual, the employment of employees shall not extend beyond the date on which the employee reaches sixty-five (65) years of age (“Retirement”). In the event of Retirement, the Company shall have no obligation to provide notice, payment in lieu thereof, termination pay, severance pay, damages, or any compensation in relation thereto.
 
Substance Abuse Policy
 
It is a policy of [Name of Employer] to provide a safe and productive work environment that is free from the effects of drug and alcohol abuse.
No employee shall report to work or remain at work while under the influence of an illegal drug, controlled substance, or alcohol.
Likewise, the use, sale, manufacture, transfer, or possession of alcohol, illegal drugs, or controlled substances on the job, on Company property, or in Company leased or owned vehicles is prohibited.
Violators will be subject to serious disciplinary action up to and including termination of employment.
Employees should seek assistance and/or medical treatment where necessary.
 
Staff Bonus Policy
 
Bonus Pool
At the end of each fiscal year, the Company will review its financial performance for the year and set aside a pool of funds to be used for distributing staff bonuses. The amount of the bonus pool will vary from year to year depending upon the profitability of the Company and, at the discretion of the Company, there may be no bonus pool if circumstances do not so warrant.
 
Eligibility
All full-time employed staff members of the Company (excluding [List any Exclusions (ie. assistant managers)]) who have at least one (1) full year of continuous employment with the Company are eligible for consideration for a bonus. A staff member who is not employed by the Company at the time the bonus pool is established will not be eligible for a bonus.
 
Award Categories
Three “performance” bonuses, in amounts established by the Company, will be awarded to the three eligible staff members demonstrating, in the Companys view, the best overall performance for the year. The balance of the bonus pool will be distributed equally to all remaining eligible staff members.
 
Qualifications
For the purposes of determining the three staff members demonstrating the best overall performance for the year, the following factors will be considered, with an emphasis on those qualities which contribute to the firm as a whole:
   Attitude
   Teamwork
   Leadership
   Loyalty
   Productivity
   Self-Motivation
   Skills (speed, accuracy, organization)
   Professionalism
   Interpersonal Skills
   Self improvement over previous year
Travel and Expense Procedure Policy
 
1.   Travel.
All travel for the company is to be arranged though the Executive Assistant in charge of travel.
2.   Travel Advances.
All travel advances are to be arranged through the accounting department five (5) days prior to the business trip. It is the responsibility of the employee to deduct any travel advance given on the expense report relating to the trip for which the advance was given.
3.   Mileage. 
Any use of an employees own vehicle for company business will be paid at a rate of [1st Reimbursement Rate (ie. $0.31)] per  for the first [Number of Miles/Kilometers which 1st Reimbursement Rate Applies to]  and [2nd Reimbursement Rate (ie. $0.22)] per  thereafter. All mileage claims must be submitted through an expense report.
4.   Expense Reports.
Expense reports must be filled out on a timely basis for any reimbursement of Company expenses. Receipts and explanations must be included with all expense reports. Expense reports are to be signed by the employee and their manager and forwarded to Accounting.
5.   Reimbursement.
Employees will be reimbursed for reasonable expenses incurred during the course of their duties, upon the submission and approval of the expense reports, explanations, receipts, and vouchers in accordance with this policy. The company will consider and approve, in its sole discretion, the reasonableness of expenses, and the amount that will be reimbursed.
 
 
 
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