HR Manager Handbook

HR MANAGER HANDBOOK

Personal Information

Position Information

Reporting Manager:    Start Date:

Employment Status: Full-time Part-time Exempt Non-exempt

Employment History (Most Recent First)

Education

Professional References

Handbook Purpose, Scope, and Acknowledgment

This Handbook establishes policies, responsibilities, and procedures applicable to the HR Manager position. It is not a contract of employment and does not alter the at-will nature of employment. The policies described apply to all HR Manager employees unless otherwise stated in a written agreement signed by an authorized company representative.

Effective Date:

Key Duties and Responsibilities

The HR Manager administers recruitment, onboarding, compensation administration, performance management, employee relations, compliance with employment laws, benefits coordination, training and development, and records retention for the organization. The HR Manager must act in accordance with applicable law and company policy, and must escalate legal, compliance, or high-risk personnel matters to senior leadership.

Policies and Standards

Code of Conduct

HR Managers must demonstrate integrity, impartiality, confidentiality, and professionalism. Activities that create conflicts of interest, misuse confidential information, or give preferential treatment are prohibited. HR Managers must disclose potential conflicts to their manager in writing.

Acknowledged: I acknowledge and will adhere to the Code of Conduct.

Confidentiality and Data Privacy

HR Managers routinely access sensitive personal, compensation, and disciplinary information. Such data must only be accessed and shared on a need-to-know basis and stored in secured systems. Unauthorized disclosure of personal data is grounds for discipline, up to and including termination.

Acknowledged: I understand my obligations regarding confidential and personal employee information.

Recruitment and Selection

HR Managers are responsible for ensuring fair and consistent recruitment practices, vetting candidates, obtaining required approvals, and maintaining documentation of selection decisions. All hiring decisions must comply with equal employment opportunity principles.

Acknowledged: I will follow procedures for compliant recruitment and recordkeeping.

Performance Management

HR Managers oversee performance review cycles, advise managers on documentation and corrective action, and ensure performance issues are addressed in a timely, consistent manner. Performance documentation must be factual and supported by records.

Acknowledged: I will administer performance management processes in accordance with policy.

Leave, Attendance, and Accommodations

HR Managers coordinate leave administration, review accommodation requests, maintain leave records, and ensure compliance with applicable leave laws and company practices. Requests for leave must be documented and processed promptly.

Acknowledged: I will administer leave and accommodation requests consistent with legal and company obligations.

Anti-Harassment and Non-Discrimination

The company prohibits harassment and discrimination. HR Managers must promptly investigate complaints, maintain confidentiality to the extent possible, and take corrective action where warranted. Retaliation against individuals reporting concerns is prohibited.

Acknowledged: I will comply with complaint intake and investigation procedures.

Training and Development

HR Managers are responsible for identifying mandatory trainings, tracking completion, and providing development resources. Training records must be maintained in personnel files or learning management systems.

Acknowledged: I will ensure required trainings are assigned and tracked.

Conflict of Interest and Gifts

HR Managers must avoid circumstances where personal interests conflict with company duties. Acceptance of gifts or favors that may influence or appear to influence business decisions is prohibited. Material conflicts must be disclosed in writing to the reporting manager.

Acknowledged: I will disclose and avoid conflicts of interest.

Records Retention and Personnel Files

HR Managers must maintain accurate personnel records in accordance with company retention schedules and legal requirements. Access to personnel files is limited and must be logged when appropriate. Disposal of records requires authorization per retention policy.

Acknowledged: I will follow records retention and access procedures.

Legal Disclosures

At-Will Employment: Employment with the company is at will, meaning either the employee or the company may terminate the employment relationship at any time, with or without cause or notice, unless a written agreement signed by an authorized company representative provides otherwise.

Equal Employment Opportunity: The company provides equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, or any other protected characteristic. HR Managers must implement and enforce nondiscriminatory practices in hiring, promotion, discipline, and termination.

Authorizations and Certifications

Applicant Certification: I certify that all information provided in this form and in any accompanying documents is true and complete to the best of my knowledge. I understand that any material misrepresentation or omission may disqualify me from employment or subject me to disciplinary action, including termination.

Authorization to Contact Prior Employers and References: I authorize the company and its agents to contact my prior employers, listed references, educational institutions, and any other parties necessary to verify information relevant to my employment and to conduct background checks where permitted by law. I release such parties from liability for providing truthful information.

Background Check Consent: I consent to pre-employment and periodic background checks as permitted by law.

Acknowledgment of Receipt

I acknowledge that I have received, read, and understand the HR Manager Handbook and that I will comply with the policies and procedures contained herein. I understand that this Handbook does not create a contract of employment and that the company reserves the right to revise policies at any time.

I further acknowledge that I have an obligation to ask my supervisor or Human Resources for clarification when necessary and to report any suspected violations of policy.

Emergency Contact — Name: Phone:

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