Sample Employee Manual for a Farm

Introduction and Table of Contents

Setting clear expectations can do wonders to create a smooth work experience for both farmer and employee. An employee manual is an excellent way to help set expectations. By creating a written record, the farmer, supervisors, and employees are better able to fulfill the expectations set for them. A manual also provides a neutral route for resolving issues. However, a farm employee manual is only useful if it is thorough and accurate. Farmers wishing to use a manual should take the time both to think through the many issues, and then to follow the procedures laid out

This resource is not exhaustive of the issues that may be important for a specific farm’s operation. Farmers should consult Farm Commons’ other farm employment resources, especially our Selected Essentials for Farm Employment Law, to understand what an individual state requires of farm employers. Speaking with an attorney may also be helpful.

Table of Contents

1. Welcome and Purpose
2. History of Farm
3. Philosophy of Farm
4. Inclement Weather
5. Payroll
6. Timecards
7. Days and Hours of Work
8. Days off and Leave
9. Benefits
10. Employment Policies
11. No Tolerance of Harassment
12. Alcohol and Drugs
13. Safety
14. Smoking
15. Cell Phones
16. Housekeeping
17. You and Your Supervisor
18. Attendance Policy
19. Discipline Procedure
20. Termination

Welcome and Purpose

Thank you for choosing to work at the Farm. We are pleased to have you join us, and we want you to be comfortable here. This manual was written to help you understand how the Farm operates. Please read this manual and discuss any questions you have with us. We look forward to a long and positive working relationship for everyone. However, please note that this manual is not an employment contract and does not guarantee employment for any amount of time. You are employed, “at will.” We are proud to have you join us.

History of Farm

By joining the Farm, you are joining a farming operation with a proud tradition of contributing to a strong community and healthy environment. We began farming ten years ago, with just a small 25-person Community Supported Agriculture operation. Since that time, we have expanded to serve many more members. We are especially proud of our high retention rate, and we believe customers return because they feel that our farm is also their farm.

Philosophy of Farm

The Farm is founded on the philosophy that strong communities have a direct relationship with the land and with the source of their food. We provide our fellow community members with that connection through our farm. To fulfill this philosophy, we follow organic farming practices that respect the natural ecosystem. We are transparent with customers and with employees about all aspects of our operation, and we foster an active dialogue about the role of agriculture in building strong communities. We invite you to join in this mission with us.

Inclement Weather

Excess rain, high winds, extreme temperatures and other inclement weather patterns only increase farm duties, as crops and livestock require extra monitoring at these times. As such, inclement weather is not, by itself, a reason to stop work. However, the safety of workers is the priority. If lightning is active, employees will be assigned to work inside a structure. If a tornado warning is in place, employees will retreat to the cellar until the warning has expired. Extreme high temperatures are defined as those in excess of 95 degrees. If an extreme high temperature is predicted, we will alter our work schedule to eliminate field work between the hours of noon and 3pm. Extreme low temperatures are defined as those below 10 degrees Fahrenheit. If extreme low temperatures are predicted, work will be cancelled for the day. Decisions regarding inclement weather are made by the supervisor, and if none is present, the employees.

Payroll

Employees are paid on the 1st and 15th of each month. Checks are sealed in envelopes and placed in the card box by the time clock at around 3pm. If you are absent on payday and you wish to have someone pick up your check, you must send your written permission with the individual or the check will not be released. Do not open anyone else’s envelope and treat compensation as confidential.

Timecards

Your time card must be maintained on a daily basis. Time cards are kept by the desk in the office. Record your starting time according to the clock by the desk. Clock out for any meal period longer than 30 minutes, and record your leaving time at the end of the day. Never record someone else’s time worked or ask anyone else to record yours. If you forget to record the time you worked, take it to your supervisor for her initials. If your time card is incorrect or incomplete, your timecard may not be processed and your payroll check may be delayed.

Days and Hours of Work

We work Monday through Friday. Regardless of when you arrive, you must be ready to work by 8am each weekday. It is not acceptable to arrive by 8am if you are not ready to work at 8am. Employees who are frequently tardy may be subject to discipline. Because of the unpredictability of farming and the possibility of inclement weather, work may begin earlier than 8am. Your supervisor will tell you by the end of the day if the following workday will begin earlier than 8am. Work ends at 4:30pm each weekday. Please complete tasks such that all tools are put away and the work area is clean before leaving for the day. Some tasks are time sensitive, and your supervisor may require that you remain to finish the task. If for any reason, you must leave by 4:30pm, please let your supervisor know before the lunch break concludes. The lunch period is 30 minutes long and the precise time will be set by the supervisor, as fits the day’s tasks. One 10 minute break may be taken in the morning and in the afternoon, with the precise time of the break to be approved by the supervisor, as fits the day’s tasks. We do not provide a higher rate of pay if the workweek exceeds regular hours, as allowed by state and federal law.

Days off and Leave

Because this position is seasonal, no vacation or personal leave time will accrue. Memorial Day, Labor Day, and July 4 are work days. Employees experiencing a medical or family emergency may request unpaid personal leave from their supervisor, which will be granted at the farm’s discretion. If an employee becomes ill or unable to work, the employee must notify their supervisor at least one hour before the start time for that day.

Benefits

Employees are welcome to help themselves to seconds produce, if available. When seconds produce are available to employees, they will be located within the labeled bin in the first cooler. When grading produce, all employees are expected to place seconds into the bins provided. At the end of the workday, produce is first come, first served, but we expect all employees to share.

Employment Policies

Outside Employment or Entrepreneurship:
Employees may work other positions or work on their own farm operations or businesses so long as outside employment does not:
1. Interfere with the performance of the employee’s performance of job duties and availability for extended work hours, as may become necessary.
2. Increase the potential for the transfer of disease or microbes to the farm.
Employees may not use farm equipment, supplies, or materials for outside employment (including self-employment) without the advance permission of the farm owner.

No Tolerance of Harassment

The Farm strives to provide a work environment free of tensions from matters that do not relate to the Farm’s operation. The Farm strongly disapproves of any form of harassment including but not limited to ethnic, racial, or sexual harassment. Actions, overtures, or remarks involving ethnic or religious animosity, or conduct of a sexual nature will not be tolerated.

Employees have the responsibility to bring any form of harassment to the supervisor’s attention. In the case that the person alleged of harassment is the supervisor, the complaint should be taken to the Farm owner. Reporting employees will not be subject to reprisal and all reports will be kept confidential. The Farm will investigate the report promptly and in as confidential a manner as possible. The Farm will review the results of the investigation with the individual making the report. If the Farm determines that an employee engaged in harassment, disciplinary action will be taken.

Alcohol and Drugs

To provide all employees with a safe, healthy, and secure workplace, all employees are expected to work in an unimpaired, alert physical and mental condition. To help meet this goal, the Farm prohibits the use or possession of illegal drugs and alcoholic beverages on farm property during working hours.

Safety

The Farm requires that all employees perform work duties and conduct themselves in a safe manner. At all times, employees must be conscious of fellow employees and farm guests and must not act in a way that places others in potential danger. As a general rule, employees should wear gloves while performing farm tasks. Employees may not operate tractors or machinery without first being trained in proper operation, including the use of personal protective gear. When operating machinery, ear protection must be worn. Eye protection must be worn along with gloves and ear protection while operating any power tools. If a tool needs repair or replacement, make note of it on the clipboard by the desk, and put the tool in the broken tool bin in the shop, if possible. Neglect or abuse of animals and livestock is strictly prohibited as a safety violation.

Smoking

Smoking is prohibited in farm vehicles and on farm grounds, with the exception that employees may use tobacco on the western side of the barn. Because of the risk of tobacco mosaic virus, employees must dispose of buts in the garbage and wash hands before returning to work.

Cell phones

Cell phone usage, either for online, text, or telephone purposes, is not permitted during work hours with the exception of the lunch break or as permitted by supervisors. Employees may carry their cell phone for emergencies, only.

Housekeeping

Keep personal items in your locker during working hours. If you wish to keep your locker locked, you must provide your own device. Please be aware that the Farm is a community asset and we must present an attractive image. Trash must be placed in trash bins. Compost must be removed to the compost area. Tools must be put back where they belong at the end of each day. The shop, packing shed, and barn must be returned to their swept, organized state at the end of each day. Each employee is responsible to keep clutter from building up around the farm.

You and Your Supervisor

We strive to create an efficient and respectful management system on the Farm. To help us meet that goal, we have two management positions- the marketing supervisor and the field supervisor. Regular employees report to supervisors and supervisors report to the farm owner. Your relationship with your supervisor is an important one. You may expect your supervisor to provide you with the right tools and equipment and to teach you how to properly perform your tasks. In return, your supervisor will expect you to work efficiently, to follow their instruction, and to work to the best of your ability.

To create an effective system for addressing concerns or complaints, please go to your supervisor as soon as you anticipate a problem. Only if your supervisor does not address your concern, or if you feel someone’s safety is threatened, should you take the issue to the farm owner. We want you to be happy working with us and we encourage you to discuss issues with your supervisor readily. It is natural to discuss problems with coworkers but do not allow problems to fester. If the issue is not brought to a supervisor, we cannot correct the problem. If you have ideas for improving operations, your supervisors would like to hear them as well.

Attendance Policies

An employee who is absent from work and does not notify their manager for three consecutive days may be considered to have resigned voluntarily. Employees who arrive late to work or who are absent from work (including sickness or emergency) two or more times within a 30 day period may be subject to disciplinary action or dismissal.

Discipline Procedure

If an employee violates any obligation stated in this manual or violates any additional instruction from a supervisor, the employee may be subject to discipline. The disciplinary procedure is as follows: 1) the supervisor will prepare a written disciplinary notice and submit the notice to the farm owner and the employee. 2) the employee will then have an opportunity to submit a written response to the disciplinary notice. This is the employee’s opportunity to present any extenuating circumstances or differences in opinion. 3) The farm owner will issue the final disciplinary record, after an investigation as may be necessary. The disciplinary record will include clear instructions as to how additional incidences should be prevented (retraining, special procedures, counseling, etc). The supervisor and employee will sign the record, but if the employee refuses to sign, a note will be made in the record. If an employee receives two disciplinary records, the employee may be terminated at the discretion of the farm owner. A written notice of termination will be delivered to the employee, describing the reason for the termination. The above discipline framework is a guide, only. Discipline procedures may vary from this policy.

Some violations are so egregious that immediate termination may result. These violations include, but are not limited to, violations of the drug and alcohol policy or the safety policy (and any safety instructions delivered during training).

Termination

Employees resigning employment are asked to submit two weeks notice to their supervisor. Your supervisor will request to schedule an exit interview, and we appreciate your cooperation in helping us understand your reasons for leaving. Before delivering your final paycheck, we must receive any farm property in the possession of the employee, including keys, locks, tools, or machinery.

Summary

This employee manual is intended to inform employees of company practices, policies, and procedures. These practices, policies, and procedures may change from time to time. Your supervisor will attempt to give you notice of updates, but it may not always be possible. In addition, the information in this manual is subject to change as situations warrant. Changes may supersede, review, or eliminate sections of this manual.

I understand that this manual is not an employment contract.

I have received a copy of this manual and I have familiarized myself with its contents.

Signature:

Date: