Employee Handbook Template

Use this template to create a customized employee handbook for your nanny, caregiver, or household employee. Replace bracketed text with your specific information.

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Welcome

Welcome to the [Family Name] household. This handbook outlines your job duties, work schedule, compensation, benefits, and our household policies. Please read it carefully and ask questions about anything you don't understand.

Employee Name: ___________________________ Start Date: ___________________________ Date Handbook Received: ___________________________

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1. Employment Status

Position Title

[Nanny / Senior Caregiver / Housekeeper / Personal Assistant / Other]

Employment Type

[ ] Full-time (40+ hours per week) [ ] Part-time ([X] hours per week)

Employment Relationship

You are an employee, not an independent contractor. We will withhold federal and state taxes from your paychecks and provide you with a W-2 at year-end.

At-Will Employment

Your employment is "at-will," meaning either you or we may end the employment relationship at any time, with or without cause, and with or without notice. This handbook does not create a contract of employment.

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2. Compensation

Hourly Rate / Salary

Rate: $[X.XX] per hour OR Salary: $[X,XXX] per [week/month/year]

Overtime

Overtime is paid at 1.5× your regular rate for:

• Hours worked over 40 in a workweek (federal law)
• [Insert state overtime rule if different, e.g., California: hours over 8 in a day]

Overtime must be approved in advance by [parent name].

Pay Schedule

You will be paid: [ ] Weekly, every [day of week] [ ] Bi-weekly, every other [day of week] [ ] Semi-monthly, on the [1st and 15th / other dates] [ ] Monthly, on the [date]

Payment method: [ ] Direct deposit [ ] Check [ ] Other: __________

Pay Stubs

You will receive a pay stub with each paycheck showing gross pay, deductions, and net pay.

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3. Work Schedule

Regular Hours

Days: [Monday through Friday / specify days] Hours: [8:00 AM to 5:00 PM / specify times] Total weekly hours: [X hours]

Schedule Changes

If we need to change your schedule, we will provide [24 hours / 1 week / other] notice when possible. If you need time off or a schedule change, please request it in writing at least [X days] in advance.

Guaranteed Hours

[ ] Yes: You are guaranteed [X] hours per week and will be paid for these hours even if we don't need you. [ ] No: Your hours may vary week to week.

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4. Job Duties

Primary Responsibilities

Your main duties include:

• [Childcare for [number] children ages [X, X, X]]
• [Meal preparation for children]
• [Children's laundry]
• [Light housekeeping in common areas]
• [Driving children to activities]
• [Other: __________]

Additional Tasks

You may occasionally be asked to:

• [Grocery shopping]
• [Errands]
• [Pet care]
• [Other: __________]

Duties You Are NOT Expected to Perform

• [Deep cleaning / window washing / etc.]
• [Adult laundry]
• [Yard work]
• [Other: __________]

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5. Time Off and Holidays

Paid Time Off (PTO)

You accrue [X] hours of PTO per [pay period / month] up to a maximum of [X] hours.

PTO can be used for:

• Vacation
• Sick days
• Personal appointments
• Family emergencies

Request process: Submit PTO requests at least [X weeks] in advance for planned time off. For sick days, notify us by [time, e.g., 7:00 AM] on the day you're unable to work.

PTO payout: Unused PTO [will / will not] be paid out upon termination.

Holidays

Paid holidays: [List specific holidays, e.g., New Year's Day, Memorial Day, July 4th, Labor Day, Thanksgiving, Christmas]

If you work on a paid holiday, you will receive [regular pay / time-and-a-half / other].

Unpaid holidays: [List any additional holidays where you're not scheduled but not paid]

Sick Leave

[State-specific sick leave if applicable, e.g., California: 1 hour accrued per 30 hours worked, up to 40 hours per year]

You may use sick leave for:

• Your own illness or injury
• Medical appointments
• Care for ill family member
• [Other uses per state law]

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6. Benefits

Health Insurance

[ ] We do not provide health insurance. You may purchase coverage through healthcare.gov. [ ] We provide a monthly stipend of $[XXX] toward your health insurance. [ ] Other: __________

Workers' Compensation Insurance

[ ] We carry workers' compensation insurance to cover workplace injuries. [ ] We do not carry workers' comp, but we will cover medical expenses for work-related injuries.

Retirement Benefits

[ ] We do not offer retirement benefits. [ ] We contribute [X]% of your gross pay to a [IRA / other retirement account].

Other Benefits

• [Use of vehicle for work duties]
• [Meals provided during work hours]
• [Gym membership]
• [Cell phone allowance]
• [Other: __________]

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7. Household Policies

Communication

• Primary contact: [Parent name, phone number]
• Backup contact: [Other parent or emergency contact]
• Daily updates: Please provide a brief summary of the day via [text / email / app] by [time].

Visitors

Please do not have visitors (friends or family) at our home during work hours without advance permission.

Social Media and Confidentiality

• Do not post photos or information about our family, children, or home on social media.
• Do not share personal information about our family with others.
• Breach of confidentiality may result in immediate termination.

Use of Our Property

• Vehicle: You may use our vehicle for [work-related driving only / work and personal use].
• Phone: Use your personal phone during work hours. We will reimburse [X%] of your monthly bill if you use it for work purposes.
• Internet/WiFi: You may use our WiFi during breaks.
• Food: You are welcome to [meals during work hours / snacks / specify].

Screen Time (If caring for children)

Limit children's screen time to [X] hours per day. Approved shows/apps: [list or "per parents' discretion"].

Discipline (If caring for children)

Use positive discipline techniques (redirection, time-outs, natural consequences). Do NOT use physical discipline or yelling.

Driving (If driving children)

• Valid driver's license required
• Clean driving record (no DUIs, major violations)
• Always use car seats per manufacturer instructions
• No phone use while driving
• Obey all traffic laws

Safety

• Keep all doors and windows locked when we're not home
• Do not allow unknown persons into the home
• Know emergency procedures (fire escape, tornado shelter, etc.)
• First aid kit location: [location]

Pets (If applicable)

• [Pet names and care responsibilities]
• [Feeding schedule, walking, etc.]

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8. Performance and Reviews

Performance Expectations

We expect you to:

• Arrive on time and ready to work
• Complete assigned duties to a high standard
• Communicate proactively about issues or concerns
• Treat our family, home, and belongings with respect
• Follow all policies in this handbook

Performance Reviews

We will conduct a performance review [quarterly / semi-annually / annually] to discuss:

• What's going well
• Areas for improvement
• Changes to duties or schedule
• Compensation adjustments

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9. Termination

Notice Period

• If you resign: Please provide [2 weeks / other] written notice.
• If we terminate: We will provide [2 weeks / other] notice OR [2 weeks / other] pay in lieu of notice, except in cases of serious misconduct.

Reasons for Immediate Termination

We may terminate your employment immediately for:

• Theft or dishonesty
• Endangering children's safety
• Breach of confidentiality
• Use of drugs or alcohol during work hours
• Insubordination or refusal to perform duties
• Violation of any policy in this handbook

Final Paycheck

You will receive your final paycheck on the next regular payday, including:

• Wages for all hours worked
• Accrued, unused PTO (if applicable per state law)

Return of Property

Upon termination, you must return:

• House keys
• Vehicle keys
• Credit cards or gas cards
• Any other property belonging to our family

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10. Legal and Tax Information

Form I-9 (Work Authorization)

We have verified your identity and work authorization as required by federal law.

Form W-4 (Tax Withholding)

We withhold federal and state income taxes based on the Form W-4 you completed. If your situation changes (marriage, children, etc.), you may submit a new W-4 at any time.

Form W-2

You will receive a Form W-2 by January 31 each year showing your annual wages and tax withholding.

Payroll Taxes

We pay our share of Social Security, Medicare, and unemployment taxes as required by law. Your share is withheld from your paychecks.

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11. Harassment and Discrimination

We prohibit harassment or discrimination based on race, color, religion, sex, national origin, age, disability, or any other protected characteristic.

If you experience or witness harassment or discrimination, report it immediately to [parent name or other designated person].

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12. Workplace Safety

Injury Reporting

If you are injured on the job:

1. Seek medical attention immediately if needed
2. Report the injury to us within 24 hours
3. Complete an incident report (we will provide the form)

OSHA

As a household employer, we are not subject to OSHA regulations, but we are committed to providing a safe workplace.

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13. Changes to This Handbook

We may update this handbook at any time. We will provide you with written notice of any changes.

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Acknowledgment

I acknowledge that I have received and read this employee handbook. I understand the policies and agree to comply with them. I understand that this handbook is not a contract of employment and does not guarantee employment for any specific period.

Employee Signature: ___________________________ Date: __________

Employer Signature: ___________________________ Date: __________

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Appendices

Emergency Contacts

• 911: Fire, police, ambulance
• Poison Control: 1-800-222-1222
• Parent 1 cell: [phone number]
• Parent 2 cell: [phone number]
• Backup contact: [name, phone number]
• Pediatrician: [name, phone number]
• Hospital: [name, address, phone]

Children's Information

Child 1 Name: [Name], DOB: [Date], Allergies: [None / List] Child 2 Name: [Name], DOB: [Date], Allergies: [None / List] Child 3 Name: [Name], DOB: [Date], Allergies: [None / List]

Medical Consent

I authorize [employee name] to seek emergency medical treatment for my children if I cannot be reached.

Parent Signature: ___________________________ Date: __________

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Customization Tips

• Add state-specific requirements: Some states mandate specific handbook provisions (e.g., California sexual harassment policy).
• Consult an attorney: For a legally reviewed handbook tailored to your situation.
• Update annually: Review and update your handbook each year or when circumstances change.

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Download and Print

Use your browser's print function to save this template as a PDF. Customize it in a word processor before printing final copies.

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Disclaimer: This template provides general guidance only and does not constitute legal advice. Employment laws vary by state. Consult an employment attorney to ensure your handbook complies with federal and state requirements.