Generate a comprehensive employee handbook with company policies, benefits overview, code of conduct, leave policies, and compliance sections.
This document outlines the comprehensive requirements analysis for the "Employee Handbook Generator" workflow, focusing on detailed design specifications, wireframe descriptions, color palettes, and user experience (UX) recommendations. This analysis serves as the foundational blueprint for developing a professional, user-friendly, and legally compliant employee handbook.
This deliverable represents the "analyze_requirements" step for the "Employee Handbook Generator" workflow. The primary objective is to define the scope, structure, and aesthetic of a comprehensive employee handbook. This analysis ensures the handbook will be a valuable resource for employees, clearly outlining company policies, benefits, code of conduct, leave policies, and compliance requirements, all while maintaining a professional and accessible presentation.
The output will guide the subsequent steps of content generation, design, and implementation, ensuring the final product meets both the company's strategic goals and employees' informational needs.
Based on the prompt, the employee handbook must be:
Key content areas identified:
The employee handbook will be designed as a modular, digital document (web-based with PDF download option recommended) to ensure flexibility, searchability, and ease of updates.
The handbook will be organized into the following main sections, each containing specific policies and information:
* Welcome Message from Leadership
* Company Mission, Vision, and Values
* Purpose and Scope of the Handbook
* Statement of At-Will Employment (if applicable)
* Equal Employment Opportunity (EEO) Policy
* Recruitment and Onboarding Process
* Employee Classifications (Full-time, Part-time, Contractor, etc.)
* Confidentiality and Non-Disclosure Agreements
* Employee Records and Data Privacy
* General Standards of Conduct
* Anti-Harassment and Anti-Discrimination Policy
* Workplace Violence Prevention
* Conflict of Interest
* Data Security and IT Usage Policy (Internet, Email, Software)
* Social Media Policy
* Drug and Alcohol Policy
* Dress Code and Professional Appearance
* Pay Schedules and Payroll Information
* Performance Reviews and Salary Adjustments
* Health Insurance (Medical, Dental, Vision)
* Retirement Plans (401k, etc.)
* Life and Disability Insurance
* Employee Perks and Discounts
* Workers' Compensation
* Paid Time Off (PTO) / Vacation Policy
* Sick Leave Policy
* Holidays
* Family and Medical Leave Act (FMLA)
* Bereavement Leave
* Jury Duty Leave
* Military Leave
* Other Leaves of Absence (e.g., sabbatical, personal leave)
* Attendance and Punctuality
* Remote Work / Hybrid Work Policy
* Workplace Safety and Health (OSHA compliance)
* Emergency Procedures and Evacuation Plans
* Company Property and Equipment Use
* Travel and Expense Reimbursement
* Smoking Policy
* Performance Review Process
* Training and Development Opportunities
* Disciplinary Action Policy
* Grievance Procedure
* Resignation and Termination Procedures
* Americans with Disabilities Act (ADA) Compliance
* Whistleblower Policy
* Immigration Law Compliance (I-9 verification)
* Data Privacy Regulations (e.g., GDPR, CCPA, if applicable)
* Policy on Policies (how policies are updated)
* Employee Acknowledgement Form (digital signature preferred)
* Glossary of Terms
* Frequently Asked Questions (FAQ)
* Contact Information for HR and other departments
The wireframes envision a clean, intuitive, and highly navigable digital interface, optimized for readability and quick information retrieval.
* Company Logo (left-aligned)
* Handbook Title ("Employee Handbook")
* Search Bar (right-aligned, prominent)
* "Download PDF" button (right-aligned)
* Collapsible Table of Contents (TOC) with hierarchical structure (Main Section > Sub-section > Policy Title).
* Currently active section/policy highlighted.
* Ability to expand/collapse main sections.
* Clear <h1> for the current main section title.
* <h2> for sub-sections and <h3> for individual policies.
* Breadcrumbs navigation above the main content (e.g., "Home > Time Off & Leave Policies > Sick Leave Policy").
* "Back to Top" button (fixed to bottom-right, visible on scroll).
* Copyright information.
* Last Updated Date / Version Number.
* Links to privacy policy or terms of use (if applicable).
* Title: Prominent H2/H3 for the policy name.
* Introduction: Brief overview of the policy's purpose.
* Detailed Description: Clear, concise paragraphs, bullet points, and numbered lists for easy digestion.
* Key Information Boxes: Callout boxes for "Important Notes," "FAQs," or "Who to Contact."
* Related Policies: Links to other relevant sections within the handbook.
* Effective Date: Clearly stated for each policy.
* Summary tables for quick comparison of different plans/benefits.
* Dedicated sections for each benefit type (e.g., "Health Insurance," "Retirement").
* Direct links to external benefit provider portals or detailed plan documents.
* Clear statement confirming employee understanding and agreement.
* Fields for Employee Name, Employee ID.
* Digital Signature input (e.g., typing name, then clicking "Agree" button).
* Date of Acknowledgement.
* Option to download a copy of the signed acknowledgement.
The chosen color palette will reinforce professionalism, readability, and brand identity.
Example:* Primary Blue: #003366 (Deep Navy) - For main headers, active navigation items.
Example:* Accent Green: #4CAF50 (Subtle Green) - For success messages, positive affirmations.
* White: #FFFFFF - Main content background for maximum readability.
* Light Gray: #F8F8F8 or #EEEEEE - For sidebar background, distinct section backgrounds, or subtle separation.
Example:* Bright Teal: #008CBA - For active links, hover states, "Download PDF" button.
* Orange/Amber: #FFA000 - For "Important" callout boxes.
* Red: #D32F2F - For error messages or critical warnings (used sparingly).
Example:* Montserrat Bold for H1, Montserrat Semibold for H2/H3.
Example:* Open Sans Regular (16px) for body text.
* Primary Text: Dark Gray (#333333 or #222222) for main content, providing good contrast against white backgrounds.
* Secondary Text: Medium Gray (#666666) for metadata, less critical information, or sidebar inactive items.
The UX design aims to make the handbook an indispensable, easy-to-use resource for all employees.
* Keyboard navigation for all interactive elements.
* Screen reader compatibility (proper semantic HTML, ARIA attributes).
* Adjustable text size and responsive design.
* High color contrast.
The following comprehensive Employee Handbook has been generated based on your request. This document is designed to provide a foundational structure for your company's policies, benefits, and expectations. It is detailed, professional, and ready for your review and customization to perfectly align with your organization's unique culture and specific legal requirements.
Effective Date: [Insert Date]
Headline: Welcome Aboard! Your Journey with [Your Company Name] Begins Here.
Body Text:
On behalf of the entire leadership team, we extend a warm welcome to you! We are thrilled to have you join [Your Company Name] and become a vital part of our growing success. This handbook is designed to be your essential guide, outlining our shared values, company policies, benefits, and the standards of conduct that define our vibrant workplace culture.
At [Your Company Name], we believe that our employees are our greatest asset. Your skills, dedication, and unique perspectives are crucial to achieving our mission and vision. We are committed to fostering an inclusive, supportive, and dynamic environment where everyone can thrive, innovate, and contribute meaningfully.
Please take the time to read this handbook carefully. It contains important information about your employment, rights, and responsibilities. While this handbook covers a wide range of topics, it cannot anticipate every situation. We encourage you to ask questions and seek clarification from your manager or the HR Department whenever needed.
We are excited about your future contributions and look forward to building a successful journey together. Welcome to the [Your Company Name] family!
Headline: Our Foundation: Mission, Vision, and Values that Drive Us.
Body Text:
[Your Company Name] is more than just a workplace; it's a community dedicated to [briefly state company purpose/industry]. Understanding our core identity will help you connect with our purpose and contribute to our collective success.
* Integrity: We act with honesty and transparency in all our dealings.
* Innovation: We embrace creativity and continuously seek better ways to solve challenges.
* Collaboration: We believe in the power of teamwork and mutual respect.
* Excellence: We strive for the highest quality in our work and services.
* Customer Focus: We are dedicated to understanding and exceeding the expectations of our clients.
* [Add any other specific company values]
Headline: Laying the Groundwork: Understanding Your Employment at [Your Company Name].
Body Text:
This section outlines the fundamental principles of employment at [Your Company Name], ensuring clarity and fairness for all team members.
* [Your Company Name] is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive workplace where all individuals are treated with dignity and respect. We recruit, hire, train, and promote individuals without regard to race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, or any other characteristic protected by applicable federal, state, or local law.
* Our commitment extends to all employment practices, including recruitment, compensation, benefits, training, transfers, and terminations.
* Employment with [Your Company Name] is "at-will." This means that either you or the company may terminate the employment relationship at any time, with or without cause, and with or without notice, subject to applicable law. No employee, manager, or representative of [Your Company Name], other than the [CEO/President] in a formal written agreement, has the authority to enter into any agreement for employment for a specified period or to make any agreement contrary to this "at-will" policy.
* Full-Time Exempt: Typically salaried employees who meet specific criteria for exemption from overtime pay under federal and state wage and hour laws. Eligible for full company benefits.
* Full-Time Non-Exempt: Typically hourly employees who are eligible for overtime pay for hours worked over 40 in a workweek, as required by law. Eligible for full company benefits.
* Part-Time: Employees who work fewer than [e.g., 30] hours per week. Eligibility for benefits will be outlined in Section 5.
* Temporary/Contract: Employees hired for a specific project or limited duration. Benefits eligibility may vary and will be communicated at the time of hire.
* All new employees undergo an onboarding process to facilitate a smooth integration into the company.
* A probationary period of [e.g., 90 days] applies to all new hires. This period allows both the employee and the company to assess suitability for the role and the organizational culture. During this period, employment may be terminated at any time without notice. Successful completion of the probationary period does not guarantee continued employment but signifies a positive start.
* We believe in continuous feedback and development. Regular performance discussions and annual performance reviews are conducted to evaluate performance, set goals, and identify development opportunities. These reviews are critical for career growth and compensation adjustments.
* Employment may be terminated by either the employee or the company.
* Voluntary Termination: Employees are requested to provide at least two (2) weeks' written notice to their manager and HR Department.
* Involuntary Termination: This may occur due to various reasons, including but not limited to, performance issues, policy violations, restructuring, or economic conditions.
* Upon termination, employees will receive their final paycheck, including any accrued and unused vacation/PTO, in accordance with state law. Information regarding benefits continuation (e.g., COBRA) will be provided by HR.
* All company property must be returned upon termination.
Headline: Our Shared Commitment: Upholding a Professional, Respectful, and Safe Workplace.
Body Text:
Our Code of Conduct outlines the ethical principles and behavioral expectations that foster a positive and productive work environment. Adherence to these policies is mandatory for all employees.
* Our standard workweek is [e.g., Monday through Friday, 9:00 AM to 5:00 PM], totaling [e.g., 40] hours, unless otherwise specified. Specific department schedules may vary.
* Regular and punctual attendance is an essential function of every job. Employees are expected to be at their workstations ready to work at their scheduled start time.
* If you anticipate being late or absent, you must notify your manager as early as possible, preferably before your scheduled start time. Unapproved absences or excessive tardiness may result in disciplinary action.
* Employees are expected to dress in a professional and appropriate manner for the workplace. The dress code is generally [e.g., business casual]. Clothing should be neat, clean, and in good repair.
* Certain roles may require specific attire (e.g., safety gear, uniforms). Your manager will provide guidance on department-specific requirements.
* The safety and well-being of our employees are paramount. [Your Company Name] is committed to providing a safe and healthy work environment.
* All employees are responsible for adhering to safety rules, reporting hazards, and using personal protective equipment (PPE) when required.
* Report any workplace injury, illness, or unsafe condition immediately to your manager and HR.
* Emergency Procedures: Familiarize yourself with emergency exits, assembly points, and procedures for fire, medical emergencies, or other crises.
* [Your Company Name] has zero tolerance for harassment or discrimination of any kind. This includes harassment based on race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age, disability, genetic information, or any other legally protected characteristic.
* Harassment can include unwelcome verbal, physical, or visual conduct that creates an intimidating, hostile, or offensive work environment.
* Any employee who experiences or witnesses harassment or discrimination must report it immediately to their manager, HR, or any member of management. All complaints will be investigated promptly and confidentially, and appropriate corrective action will be taken, up to and including termination of employment. Retaliation against anyone who reports a concern in good faith is strictly prohibited.
* [Your Company Name] is committed to maintaining a safe, healthy, and productive work environment free from the influence of illegal drugs and alcohol.
* The unlawful manufacture, distribution, dispensation, possession, or use of controlled substances or alcohol in the workplace or while on company business is strictly prohibited.
* Violation of this policy will result in disciplinary action, up to and including termination of employment.
* We are committed to preventing workplace violence. Threats, intimidation, harassment, or acts of violence will not be tolerated.
* Employees who engage in such behavior, or who bring weapons onto company property (unless legally permitted by law and company policy, e.g., security personnel), will face immediate disciplinary action, up to and including termination and legal prosecution.
* Report any threats or suspicious behavior immediately to your manager or HR.
* During your employment, you may have access to confidential and proprietary information about [Your Company Name], its clients, and its partners. This includes, but is not limited to, trade secrets, financial data, client lists, project plans, and employee information.
* You are required to maintain the strictest confidentiality of all such information, both during and after your employment. Do not disclose, share, or use confidential information for any unauthorized purpose.
* Protect company data by following all security protocols, including strong passwords, secure storage, and proper handling of electronic and physical documents.
* Company property, including computers, software, internet access, email systems, telephones, and other equipment, is provided for business use. Incidental personal use is permitted if it does not interfere with work responsibilities, violate company policy, or incur additional cost to the company.
* All communications and data transmitted or stored on company systems are the property of [Your Company Name] and are subject to monitoring, access, and disclosure by the company. Employees should have no expectation of privacy when using company resources.
* Unauthorized use, alteration, or removal of company property is prohibited.
* While we respect your right to personal expression, employees must exercise good judgment and professionalism when using social media.
* Do not post confidential company information, disparaging remarks about the company, its employees, clients, or competitors.
* Ensure that your online activities do not negatively impact your work performance, the company's reputation, or create a hostile work environment for others.
* If you identify yourself as an employee of [Your Company Name] on social media, clearly state that your opinions are your own and not those of the company.
* Employees must avoid situations where their personal interests conflict with the best interests of [Your Company Name].
* This includes, but is not limited to, engaging in outside employment or business activities that compete with the company, or accepting gifts or favors that could influence business decisions.
* Any potential conflict of interest must be disclosed to your manager and HR immediately.
* Employees should not accept gifts, favors, or entertainment that could be perceived as influencing business decisions or creating an obligation. Modest gifts of nominal value (e.g., promotional items) are generally acceptable.
* Any gift or entertainment exceeding [e.g., $50] in value should be reported to your manager and HR.
* [Your Company Name] encourages employees to report any unethical, unlawful, or improper conduct without fear of retaliation.
* If you observe or suspect a violation of law, regulation, or company policy, you are encouraged to report it to your manager, HR, or through our confidential reporting channel [e.g., an anonymous hotline, if applicable].
* Retaliation against an employee who makes a good faith report is strictly prohibited and will result in disciplinary action.
* We maintain an "open door" policy, encouraging employees to discuss concerns, suggestions, or complaints with their immediate supervisor, HR, or any member of management. We believe in open communication and timely resolution of issues.
Headline: Investing in You: Compensation, Health, and Well-being.
Body Text:
[Your Company Name] is committed to providing a competitive compensation and benefits package designed to support your financial security, health, and overall well-being. This section provides a general overview; specific details, eligibility, and enrollment information will be provided by the HR Department.
* Employees are paid [e.g., bi-weekly/semi-monthly] on [e.g., Friday].
* Direct deposit is mandatory for all employees. Your pay will be automatically deposited into your designated bank account(s). Pay stubs are accessible online via [Payroll System Name/Portal].
* Non-exempt employees are eligible for overtime pay at one and a half (1.5) times their regular hourly rate for all hours worked over 40 in a single workweek, as required by law.
* All overtime work must be pre-approved by your manager. Unauthorized overtime will not be paid and may result in disciplinary action.
* Performance reviews are conducted [e.g., annually] to assess performance, provide feedback, and set future goals.
* Merit increases are typically tied to individual performance and company financial performance and are generally considered during the annual review cycle.
* Medical Insurance: Comprehensive medical plans are offered to eligible employees and their dependents. [Briefly mention carriers or plan types, e.g., "We offer PPO and HMO options through Blue Cross Blue Shield."]
* Dental Insurance: Dental coverage is available to eligible employees and their dependents.
This document serves as the official Employee Handbook for [Company Name]. It is designed to provide you with essential information about our company, your employment, our policies, benefits, and expectations. We believe that clear communication fosters a positive and productive work environment.
Dear Valued Team Member,
On behalf of the entire leadership team, welcome to [Company Name]! We are thrilled to have you join our growing family. Your skills, dedication, and unique perspective are invaluable to our success, and we are excited about the contributions you will make.
At [Company Name], we are committed to [briefly state company's core mission/vision, e.g., "innovating solutions for our customers," "building a supportive community," "delivering exceptional quality"]. We believe that our greatest asset is our people, and we are dedicated to creating a workplace where everyone feels respected, valued, and empowered to thrive.
This handbook is your guide to understanding our culture, policies, and the resources available to you. Please take the time to read through it carefully. If you have any questions, do not hesitate to reach out to your manager or the Human Resources department.
Thank you for choosing [Company Name]. We look forward to achieving great things together!
Sincerely,
[CEO/Founder Name]
[Title]
[Insert Company Mission Statement, e.g., "To empower businesses with cutting-edge technology solutions that drive efficiency and growth."][Insert Company Vision Statement, e.g., "To be the leading innovator in cloud-based enterprise software, globally recognized for excellence and customer satisfaction."]* Integrity: We act with honesty and strong moral principles.
* Innovation: We embrace creativity and continuous improvement.
* Collaboration: We work together, supporting each other's success.
* Customer Focus: We prioritize understanding and exceeding customer expectations.
* Excellence: We strive for the highest quality in everything we do.
* Respect: We treat everyone with dignity and foster an inclusive environment.
This handbook outlines the policies, procedures, benefits, and expectations that apply to all employees of [Company Name]. It is designed to provide guidance and clarity, ensuring a fair and consistent work environment. This handbook supersedes all previous oral or written policies, procedures, or statements.
Employment with [Company Name] is "at-will." This means that either you or [Company Name] may terminate the employment relationship at any time, with or without cause, and with or without notice, subject to applicable law. No statement or promise by a company representative can alter this at-will relationship. This handbook is not a contract of employment, nor does it guarantee employment for any definite period.
[Company Name] is an Equal Opportunity Employer. We are committed to creating a diverse and inclusive workplace and prohibit discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.
[Company Name] is committed to providing a work environment free of unlawful harassment. Harassment, whether verbal, physical, or visual, based on any protected characteristic (as listed in the EEO policy) is strictly prohibited. This includes sexual harassment, which involves unwelcome sexual advances, requests for sexual favors, and other verbal or physical harassment of a sexual nature. Any employee who believes they have been subjected to harassment, or has witnessed harassment, should immediately report it to [HR Department/Manager Name]. All complaints will be investigated promptly and confidentially to the extent possible, and appropriate disciplinary action will be taken against violators, up to and including termination. Retaliation against an individual for reporting harassment or participating in an investigation is also strictly prohibited.
[Company Name] uses a fair and consistent recruitment process to identify the most qualified candidates for open positions.[e.g., annually, semi-annually] to discuss performance, set goals, and identify development opportunities.[Company Name] may implement a progressive disciplinary process, which may include verbal warnings, written warnings, performance improvement plans, suspension, and ultimately, termination.[e.g., 40] hours per week and are classified as exempt or non-exempt under the Fair Labor Standards Act (FLSA).[e.g., 40] hours per week and are classified as exempt or non-exempt.Employment may be terminated by either the employee or [Company Name]. Reasons for termination may include, but are not limited to, resignation, retirement, layoff, job abandonment, or termination for cause (e.g., misconduct, poor performance, policy violations). In the event of termination, employees will receive their final paychecks and any accrued, unused vacation time in accordance with state law.
All employees are expected to conduct themselves professionally and treat colleagues, customers, partners, and the public with respect and courtesy. This includes appropriate communication, collaborative behavior, and adherence to company standards.
Employees must avoid situations where their personal interests conflict, or appear to conflict, with the best interests of [Company Name]. This includes engaging in outside activities that compete with the company, using company resources for personal gain, or accepting gifts that could influence business decisions. Employees must disclose any potential conflicts of interest to [HR Department/Manager Name].
Employees are entrusted with confidential and proprietary information, including but not limited to, trade secrets, customer lists, financial data, product designs, and internal communications. All such information must be kept strictly confidential and not disclosed to unauthorized individuals or used for personal benefit, both during and after employment. Employees are required to sign a Confidentiality Agreement as a condition of employment.
[Company Name] is committed to protecting the privacy and security of personal and company data. Employees must adhere to all data privacy policies and procedures, including those related to GDPR, CCPA, or other relevant regulations. This includes safeguarding sensitive information, using strong passwords, and reporting any suspected data breaches immediately.
[Company Name] has a zero-tolerance policy for bribery and corruption. Employees must not offer, give, solicit, or accept bribes, kickbacks, or other improper payments or benefits to or from anyone, whether in the private or public sector. All business transactions must be conducted transparently and ethically.
[Company Name] is committed to providing a safe and healthy work environment. Employees are expected to adhere to all safety policies and procedures, report hazards or unsafe conditions immediately, and use provided safety equipment. [Company Name] complies with all applicable OSHA standards.
[Company Name] is committed to maintaining a drug and alcohol-free workplace. The use, possession, distribution, or sale of illegal drugs or alcohol on company premises or during work hours is strictly prohibited. Employees found to be under the influence of drugs or alcohol while at work will be subject to disciplinary action, up to and including termination.
[e.g., bi-weekly, semi-monthly] on [specific day, e.g., Friday] for the period ending [specific period, e.g., the previous Sunday].[e.g., 1.5 times] their regular rate for hours worked over [e.g., 40] in a workweek, in accordance with FLSA. All overtime must be pre-approved by a manager.[Company Name] offers a comprehensive medical insurance plan to eligible full-time employees and their dependents. Details on plans, coverage, and employee contributions are available from [HR Department/Benefits Administrator].[Optional: Describe any wellness programs, e.g., gym membership discounts, health screenings, EAP.][Company Name] offers a [e.g., matching contribution of X% up to Y% of salary]. Details are available from [HR Department/Benefits Administrator].[Company Name] provides [e.g., basic life insurance coverage at X times annual salary] for eligible employees. Additional voluntary life insurance may be purchased.[Describe STD policy, e.g., provides income replacement for up to X weeks for non-work-related illness or injury.][Describe LTD policy, e.g., provides income replacement after STD benefits expire for long-term illness or injury.][Company Name] supports continuous learning through [e.g., tuition reimbursement, training programs, conference attendance].[Optional: List any employee discounts or perks, e.g., product discounts, local business partnerships.][Company Name] provides a comprehensive Paid Time Off (PTO) policy that combines vacation, sick leave, and personal days into a single bank.
[e.g., X hours per pay period] starting from their date of hire.[e.g., two weeks] for vacation.[Specify carryover limits or if unused PTO is paid out upon termination, according to state law.][Company Name] observes the following paid holidays:
[Optional: Add Floating Holiday or other company-specific holidays]For states or localities requiring separate sick leave, or if PTO does not cover sick leave:
[e.g., X hours per Y hours worked] up to a maximum of [e.g., Z hours] per year.[e.g., one hour] before their scheduled start time, if they will be absent due to illness.Eligible employees may take up to 12 workweeks of unpaid, job-protected leave in a 12-month period for specified family and medical reasons, or up to 26 workweeks of military caregiver leave.
[Company Name] for at least 12 months, and have worked at least 1,250 hours during the 12 months prior to the start of leave, and work at a location where [Company Name] employs 50 or more employees within 75 miles.[e.g., 30 days] advance notice when the need for leave is foreseeable.Employees may take up to [e.g., 3-5] days of paid bereavement leave for the death of an immediate family member (e.g., spouse, child, parent, sibling). [e.g., 1-2] days may be granted for other relatives. Employees should notify their manager and [HR Department] as soon as possible.
Employees summoned for jury duty will be granted unpaid leave. [Optional: Company Name may pay the difference between jury duty pay and regular pay for a certain number of days, e.g., 3 days.] Employees must provide a copy