Trucking Company Employee Handbook Template

What the Handbook Covers

This trucking company employee handbook template includes all the critical policies and sections your company needs. It is professionally written, editable, and easy to customize.

1. Welcome and General Info

• Welcome to Our Company: Sets the tone for a professional, collaborative work culture.
• About This Handbook: Clarifies that the handbook is not a contract and may be updated.
• Disclaimer: Outlines the at-will nature of employment and the company’s rights.

2. Standard Employment Practices

• At-Will Employment: Employment may be ended by either party at any time.
• Equal Employment Opportunity: Company complies with all anti-discrimination laws.
• Prohibition of Harassment and Sexual Harassment: Strict zero-tolerance policy.
• Complaint Procedure: Clear steps for reporting misconduct safely.
• Immigration Law Compliance: Confirms employment eligibility requirements.
• Criminal Convictions: Explains how prior convictions may affect employment.
• Job Classifications: Defines exempt vs. non-exempt, salaried vs. hourly, and CDL roles.

3. Standards of Work and Conduct

• Work and Conduct Rules: Lists professional behavior expectations.
• Policy on Workplace Violence: Defines and prohibits all forms of violence.
• Attendance and Notification Policy: Details how to report absences properly.
• 90 Day Probationary Period: Initial review period for new hires.
• Drug-Free Workplace and Substance Abuse Testing: Covers substances and testing procedures.
• No Solicitation and/or Distribution: Limits personal promotions on company property.
• Performance Evaluations: Outlines review process and expectations.
• Disciplinary Action: Explains progressive discipline and consequences.

4. Social Media

• Policy: Defines acceptable and unacceptable online behavior related to work.
• Procedures: Outlines consequences and best practices for use.

5. General Policies and Procedures

• Availability for Work: Defines required availability for work hours.
• Orientation: Outlines onboarding process and employee introductions.
• Reporting Changes in Status: Explains how to update employment information.
• Personnel File: Provides access and privacy rights to records.
• Forced Closings and Severe Weather: Outlines closure policies for weather events.
• Monitoring & Searches: Describes company rights to monitor devices.
• Telephone/Personal Electronics Use: Sets usage rules for personal electronics.
• Voice Mail and Electronic Mail: Defines professional use of email/voicemail.
• Cameras and Other Electronic Equipment: Outlines allowed devices and usage.
• Use of Company Property: Details rules on property usage and care.
• Personal Property: Disclaims company liability for personal items.
• Office Security: Details procedures for building and office safety.
• First Aid: Location and expectations for emergency care.
• Use of Company Vehicles: Safe use, maintenance, and driver expectations.
• Confidentiality of Company and Proprietary Information: Protects sensitive business information.
• Visitors: Outlines visitor access rules and procedures.
• Safety Policy: Company-wide commitment to a safe environment.
• Fire Safety: Fire prevention strategies and extinguisher training.
• Flammable and Combustible Materials: Safe handling, storage, and disposal.
• Fire Extinguishers: Locations and instructions for proper use.
• Location and Marking of Extinguishers: Clearly marked for emergency access.
• Emergency Egress: Clearly labeled exits and evacuation routes.
• Fire Emergency Procedures: Step-by-step guidance for fire response.
• Workplace Attire/Appearance: Dress code expectations by job role.
• Food and Beverages: Eating and drinking guidelines in the workplace.
• Smoking/Tobacco Use in the Workplace: Designated smoking areas and policies.
• Conflicts of Interest: Disclosure and avoidance of competing interests.
• Competing Employment: Restrictions against working for competitors.
• Employment of Relatives: Guidelines for hiring and managing family members.
• Consensual Relationships: Disclosure and conduct expectations for coworkers.

6. Pay Practices

• Pay Periods: Defines when and how employees are paid.
• Hours of Work: Outlines the standard and expected working hours.
• Lunch Breaks: Minimum required and optional break time.
• Overtime: Policy for overtime eligibility and approvals.
• Time Keeping: Procedures for accurately recording time worked.
• Payroll Deductions: Details required and optional deductions.

7. Holidays

• Holidays (Salaried and Hourly Employees): Lists recognized holidays after 90 days.
• Payment Rules (Driver, Salaried and Non-Driver): Who qualifies for holiday pay and how.

8. Employee Leave Policies

• General Policies: Overview of available leave types and how to request them.
• Paid Time Off (Salaried, Hourly, and Drivers): Accrual rules for all employment types.
  o   PTO Eligibility: Who qualifies and when PTO begins.
  o   PTO Accrual Schedule: Explains how PTO accumulates over time.
  o   Paid Time Off (PTO) Policy: Policy for requesting and using PTO.
  o   Scheduling: How to schedule and get PTO approved.
  o   Payment Rules: Payment when PTO is taken.
  o   Compensation and Benefits: Benefit eligibility during time off.
  o   Carrying Over Unused PTO into Next Year of Employment: Rules for rolling over unused time.
  o   What Happens if I Leave the Company?: Clarifies PTO payout at termination.
• Personal Leave of Absence: Extended time off for personal reasons.
• Jury Duty and Mandatory Court Appearances: Paid and unpaid leave policies.
• Funeral Leave: Leave provided in the event of a death.
• Military Leave: Employee rights and responsibilities under USERRA.

9. Employee Benefits

• Our Philosophy: Commitment to offering employee support programs.
• Group Health and Disability Plans: Overview of core benefits offered.
• Eligibility: Who can enroll and benefit timelines.
• Your Special Enrollment Rights: Times when changes are allowed.
• Premiums: Costs of benefits for employees.
• Pre-Tax Premiums Save You Money: Payroll deductions before taxes are calculated.
• 401(k) Retirement Plan: Optional retirement savings with company match.
• Worker’s Compensation: Coverage for workplace-related injuries.
• OSHA Compliance: Adherence to federal safety standards.
• Light Duty/Medical Accommodation: Workplace modifications during recovery.
• Responsibilities of Employees When Out on Leave: Expectations for communication and documentation during leave.
• Short-Term Disability: Income protection for brief medical leaves.
• Long-Term Disability: Support for longer recovery periods.
• Workers’ Compensation: Requirements for injury-related leave.
• Suspension from Work: Expectations and communication when suspended.

10. Separation Policies

• Final Paycheck upon Separation of Employment: Timeline and method of final payment.
• Job Abandonment: Defines unexcused absence leading to resignation.
• Failure to Return to Work: Results of not returning after leave.
• Discharge Process: Steps taken when employment is terminated.
• Employment References: What information may be shared with future employers.

11. Appendices and Exhibits

• Appendices: Additional supporting documents and forms.
• EXHIBIT A – Payroll Deduction Policy: Outlines policies and guidelines for payroll deductions.
  o   Policy Statement: Overview of the company’s stance on payroll deductions.
  o   Guidelines: Rules and conditions for payroll deductions.
  o   Consent and Required Forms: Forms employees must complete for deductions.
  o   Garnishments, Tax Levies, and Assignments: Explains garnishments and legal orders on wages.
  o   Tax Levy: Details on how tax levies are handled.
  o   Wage Assignments: Outlines wage assignment policies.
  o   Procedure for Wage Garnishments and Levies: Step-by-step procedures for processing deductions.
• EXHIBIT B – Payroll Deduction Authorization Form: Form authorizing specific payroll deductions.
• EXHIBIT C – CLIENT NAME Personal Leave of Absence Request: Form for requesting extended personal leave.
• EXHIBIT D – Safety Policy Statement: Summary of the company’s core safety policies.
• EXHIBIT E – Employee Handbook Acknowledgement Form: Employee confirmation of handbook receipt.