Essential Employee Handbook Policies for New York Employers

Why Your Employee Handbook Matters

When your organization hires in New York, your employee handbook must reflect not only federal employment laws but also the state’s specific requirements. For many employers, the number of state-specific mandates may come as a surprise.

In New York, employers must include 18 additional policies beyond the base federal requirements. On top of that, you’ll want to consider optional policies that help protect your business and clarify expectations for your workforce.

1. Federal Policies: The Foundation

These policies apply across all states — you’ll want them in every handbook, no matter where you operate:

• Americans with Disabilities Act (for employers with 15 + employees)
• Employment & Anti-Discrimination Policy
• Family and Medical Leave Act (FMLA) (for employers with 50+ employees)
• Jury Duty Leave
• Military Service Leave
• Sexual Harassment Policy
• Lactation Accommodation Policy
• Religious Accommodations Policy

These serve as your baseline. Then New York layers on additional requirements. :contentReference[oaicite:2]{index=2}

2. New York’s Additional Required Policies

New York goes further than most states. If your business has employees in New York you should be sure your handbook includes these state-specific policies:

• Airborne Infection Disease Exposure Prevention Plan (NY Hero Act)
• Business Expense Reimbursement
• Crime Victim Leave
• Domestic Violence Leave (with special rules for Westchester County)
• Equal Employment Opportunity
• Family & Medical Leave (state version)
• Jury Duty Leave (state version)
• Lactation Accommodation Policy
• Meal and Rest Breaks
• Military Service Leave (state version)
• Organ & Bone Marrow Donor Leave (for employers with 20+ employees)
• Paid Family Leave
• Sexual Harassment Policy
• Sick Leave (including NYC-specific and Westchester-specific versions)
• Volunteer Emergency Responders Leave
• Voting Leave
• Whistleblower Protection
• Workweek & Work Schedules Policy

These are the 18 extra policies referenced earlier. :contentReference[oaicite:3]{index=3}

3. Why These Policies Matter for Your Business

Compliance isn’t just about avoiding fines. An up-to-date handbook is your first-line tool for setting expectations, reducing liability, and maintaining a consistent framework for how you treat employees.

For example: New York requires that employees working at least six hours be given a 30-minute noon meal break (or a 45-minute evening meal break). For factory workers, both a noon and evening break must total at least 60 minutes. :contentReference[oaicite:4]{index=4}

If your handbook is missing one of these state-specific policies, you leave your business exposed to risk — and you may not be providing employees the protections the law demands.

4. Optional Policies: Customize for Your Culture

You’ll also want to fill out your handbook with policies that fit your unique business, even if they aren’t legally required. Some you’ll see everywhere, others you might only need if your workplace has specific operations or risks. Consider including:

• At-Will Employment Policy
• Dress Code
• Telecommuting or Remote Work Policy
• Pay Transparency Policy
• Social Media/Technology Use Policy
• Overtime & Timekeeping Policy
• Confidentiality / Trade Secrets Policy
• Workplace Violence Policy
• Pets in the Workplace Policy
• …and more (over 50 optional policies are commonly used in New York) :contentReference[oaicite:5]{index=5}

5. How to Keep Your Handbook Up to Date

Laws change. What was compliant last year may not be sufficient now. Here are three best practices to keep your handbook current:

1. Schedule an annual review of your handbook and policies. Set a recurring reminder.
2. Monitor major legal changes in New York (and federal) employment law — especially ones affecting leave, pay, and workplace safety. :contentReference[oaicite:6]{index=6}
3. Update your employee handbook and distribute a signed acknowledgment when policies change — clearly communicating the new version to employees.

6. Next Steps for Your Organization

If you’re operating in New York (or hiring remotely into New York), here’s what you should do next:

• Review your current employee handbook — check off each of the 18 state-specific requirements above.
• If any of the required policies are missing, draft them now (or engage an advisor if needed).
• Consider which optional policies make sense for your business culture and operations, then build those in.
• Set your policy-review schedule and ensure you track when laws change (for example: jury duty pay rates were updated in 2025). :contentReference[oaicite:7]{index=7}

By doing this work now, you’ll help protect your organization, support your employees, and build a handbook that reflects both compliance and your company’s values.

Need help tailoring your handbook for New York? Reach out to Benton Oakfield — we’re here to guide you through compliance and build a handbook that serves your business for the long term.