Employer Rules and Policies

• Author: Sandra K. Lauro
• Pages: 639-696

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CHAPTER 16

EMPLOYMENT RULES AND POLICIES

BY SANDRA K. LAURO

16:1. INTRODUCTION

16:2. EMPLOYMENT AT-WILL

A. Overview of Texas Employment At-Will

1. Salary or Term Statements

a. Employment for a Term

b. Annual Salary

2. Promises of Job Security

3. Dismissal “For Cause” Language

4. Conduct Inconsistent With Policies

5. Promissory Estoppel

B. Safeguarding the Employment At-Will Relationship

1. Disclaimers

a. Employment Relationship Is At-Will

b. Only Company President Can Change Employment At-Will Relationship

c. Integration Clauses

d. Handbook Acknowledgment Forms

e. Employer’s Unilateral Authority to Modify Handbook or Manual

2. Offer Letters

3. Potentially Ambiguous Terms

4. Disciplinary Procedures

5. Enforcement of Rules

16:3. HIRING POLICIES

A. Interviews and Applications

B. Application Fraud and the After-Acquired Evidence Doctrine

C. Hiring Issues Involving the Americans With Disabilities Act

D. Background Checks

1. Overview of Legal Issues

2. Criminal Records

a. Arrest Records

b. Conviction Records

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3. Credit History

a. The Fair Credit Reporting Act

b. Title VII Issues

c. Bankruptcy Code

d. Disposal of Consumer Information

E. Medical Examinations and Inquiries

1. Americans With Disabilities Act

2. Genetic Information Nondiscrimination Act

F. Job Orientation and Employment Forms

G. Hiring Issues Under the National Labor Relations Act

H. Pre-Employment Fitness for Duty Tests

16:4. EMPLOYMENT REFERENCES

A. Overview

B. Responding to Reference Inquiries

C. Obtaining References for Applicants

16:5. EQUAL EMPLOYMENT OPPORTUNITY POLICIES

A. Overview

B. Posting Requirements

C. Equal Employment Opportunity Policy

D. Anti-Harassment Policy

16:6. WAGE AND HOUR POLICIES

A. Overview

B. Notice Requirements

1. Fair Labor Standards Act

2. Texas Payday Law

C. Common Wage and Hour Policies

1. Timekeeping

2. Break Periods

3. Work Week and Overtime

4. Paydays

5. Deductions From Pay

6. Sales Commissions and Bonuses

16:7. EMPLOYEE MEDICAL INFORMATION POLICIES

A. Confidentiality Requirements of the Americans With Disabilities Act

B. Genetic Information

C. HIV and AIDS Testing

D. Fair Credit Reporting Act Requirements

16:8. MOTHER-FRIENDLY POLICIES

A. FLSA

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B. Texas Law

16:9. EMPLOYEE LEAVE POLICIES

A. Overview

B. The Family and Medical Leave Act of 1993

C. Military Leave

1. The Uniformed Services Employment and Reemployment Rights Act of 1994

a. Coverage

b. Reemployment Rights

c. Benefits

2. Texas Law

a. Public Employers

b. Private Employers

D. Pregnancy-Related Leave

E. Election Leave

1. Attendance at Political Conventions

2. Voting

3. Choice in Voting

F. Jury or Witness Duty

1. Federal Law

2. Texas Law

G. Personal Leaves of Absence

H. Miscellaneous Issues and Drafting Suggestions

1. Definitions

2. Insurance Coverage

3. Documentation of Leave Requests

16:10. EMPLOYEE CONDUCT

A. Employment of Relatives

B. Dating or Fraternization

C. Appearance Policies

1. Overview

2. Hair Style

3. Beards

4. Dress Codes

5. Weight

6. Drafting Considerations

D. Drugs and Alcohol

1. Overview

2. Drug-Free Workplace Act

3. Texas Workers’ Compensation Act

4. Drug and Alcohol Testing

E. Smoking in the Workplace