Pennsylvania Employee Handbook

When your company hires employees in Pennsylvania, you are required to comply with federal, state, and local employment laws. There are a variety of human resources and labor policies in the workplace that differ by state. Through your employee handbook, employers can easily document and distribute the correct policies to their employees to comply with the laws of each state.

Creating your Pennsylvania Employee Handbook is a useful way to explain important policies and procedures, mitigate legal risk, and introduce employees to the expectations and operating practices of the organization.

Mosey has compiled the relevant policies a company with employees in Pennsylvania must consider.

Pennsylvania Employee Handbook Policies

There are 12 state and local employee handbook policies in Pennsylvania.

Wage and Hour

Pennsylvania Minimum Wage Policy

You are entitled to be paid at least a minimum wage of $7.25 per hour. If you are a tipped employee, you are entitled to be paid at least $2.83 per hour.

Philadelphia Lactation Break Policy

You are entitled to reasonable accommodations for lactation, including unpaid break time or the use of paid break, mealtime, or both to express breast milk. Employer will ensure you are provided a private, sanitary space that is not a bathroom, unless providing such accommodations would impose an undue hardship. Discrimination or retaliation for requesting accommodations is strictly prohibited.

Philadelphia Wage Theft Prevention Policy

You are entitled to protection against wage theft in Philadelphia, including unpaid wages ranging from $100 to $10,000. Complaints must be filed within three years of the violation, and Employer is required to provide records, pay owed wages, and may face penalties for violations, including license suspension. Employer is strictly prohibited from retaliating against employees who file a complaint.

Benefits

Philadelphia Commuter Benefit Policy

You are entitled to pre-tax commuter benefits if you work 30 or more hours per week in Philadelphia. Your commuter benefits may include a pre-tax payroll deduction for transit expenses, Employer-paid transit coverage, or a bicycle commuter reimbursement of up to $20 per month.

Vacation, Sick, and Safe Leaves

Philadelphia Paid Sick Leave Policy

You are entitled to earn one hour of paid sick leave for every 40 hours worked, up to a maximum 40 hours per year. Paid sick leave, in one-hour increments or more, may be used for personal or family health needs, issues related to family violence or sexual assault, or mental health wellness days.

Leaves of Absence

Pennsylvania Jury Duty Leave Policy

Employer is not required to compensate you for time spent while serving jury duty. Additionally, Employer will not obstruct you from serving jury duty.

Pennsylvania Bone Marrow Donor Leave Policy

Eligible employees who have worked for at least 12 months and have completed 1,250 hours in the preceding 12 months may take up to 12 weeks of unpaid leave for bone marrow donation.

Pennsylvania Volunteer Emergency Responder Leave Policy

Employer provides leave for volunteer firefighters, fire police and volunteer members of an ambulance service and rescue squads who lose time from employment in the line of duty when they have responded to a call prior to the time the employees were due to report for work.

Pennsylvania Organ Donor Leave Policy

Employer is required to provide employees, as FMLA-eligible, with the same leave for donor surgery that they would be entitled to for their own serious health condition or that of a family member. This leave covers necessary preparation and recovery for organ or tissue donation surgery for the employee or their spouse, child, or parent. Employer may request written documentation regarding the preparation and recovery process.

Pennsylvania Military Service Leave Policy

You are entitled to unpaid leave if you enlist, are drafted, or are called to active duty during a time of war or emergency by the President or Governor, including as a reservist. During active duty, you are eligible for 30 days of continued health insurance benefits at no cost. Upon completing your service, you are guaranteed reinstatement to your previous position or a comparable role with the same status, seniority, and pay.

You are encouraged to provide advance notice of your military duties and submit any required documentation upon your return.

Philadelphia Domestic Violence Leave Policy

Employer will provide unpaid leave for issues related to domestic violence, sexual assault, or stalking in the City of Philadelphia. If eligible, you may receive 4-8 weeks of unpaid leave depending on the size of Employer.

Privacy

Pennsylvania Electronic Monitoring Policy

Employer can electronically monitor you, provided that you have given prior consent to the interception of electronic communication.

Federal Employee Handbook Policies

Regardless of which states you have employees in, there are required federal policies that must be included in your employee handbook. In addition to any state-specific policies, your employee handbook for Pennsylvania should contain the following federal policies.

• Anti-Harassment Policy
• Anti-Sexual Harassment Policy
• Anti-Retaliation Policy
• Equal Employment Opportunity Policy
• Reasonable Accommodation Policy

Handbook Policy Best Practices

In addition to the required federal policies, the following policies are best practices to include in your employee handbook.

• Prohibited Conduct Policy
• Violations Reporting Policy
• Workplace Violence Prevention Policy
• Weapons Policy
• Disciplinary Action Policy
• At-Will Employment
• Federal Uniformed Services Employment and Reemployment Rights Act (USERRA) Policy