Staff handbook template | Flexikompetanse

Short answer

We have not found any legal requirement for companies to have a staff handbook. But several things must be in writing or known to the employees, for example the employment contract and the whistleblowing procedures, and a handbook is a practical way to gather them. Below you will find what the law requires, suggested chapters and advice on keeping it up to date.

Do you have to have a staff handbook?

As far as we have found, the Working Environment Act and the Holidays Act do not require companies to have a staff handbook as such. There are, however, a number of duties spread across the law that in practice require things to be in writing or the employees to know the procedures. A handbook gathers them and shows that the company is in order. Small companies can keep it short. Larger companies tend to have more to regulate.

What the law requires you to have in writing or have procedures for

A written employment contract. Every employment relationship must have a written contract. If it lasts more than one month, the contract must be in place as soon as possible and no later than seven days after the work starts (section 14-5). What it must contain is in section 14-6.
Whistleblowing procedures. Businesses that regularly have at least five employees must have written procedures for internal whistleblowing. Smaller businesses must have them if the circumstances call for it (section 2 A-6).
Systematic HSE work. Goals, responsibilities, risk assessment and procedures for correcting faults, and systematic work on sick leave (section 3-1). See the guide on internal control.
Follow-up of sick leave. The employer must make a follow-up plan no later than when an employee has been fully or partly absent for four weeks, and call a dialogue meeting within seven weeks, unless it is obviously unnecessary. You must be able to document how this was followed up (section 4-6).
Work schedule. If employees work at different times of the day, a work schedule must be drawn up and be easy to access (section 10-3).
Holiday. The Holidays Act gives 25 working days of holiday, and the employer must discuss the setting of holidays and holiday lists in good time with the employee or the employee representative (sections 5 and 6).
Work rules. In industry and in trade and office businesses with more than ten employees, there must be work rules (arbeidsreglement) with rules of order and rules on working arrangements. Without a collective agreement they must be approved by the Labour Inspection Authority (section 14-16 and following). This is not the same as a staff handbook. Check whether it applies to you.

This is not a complete list. The Act and the regulations can change, so read the current text with the sources below.

Suggested chapters

This is a suggestion, not a legal requirement. Include only what fits your company.

Welcome and about the company. Who you are, values and who does what.
Employment. Contract, probationary period, first day and training.
Working hours and absence. Working hours, holiday, leave and how to report absence.
Sick leave. How you follow up, and what the employee and manager do.
Pay. When and how, timesheets and supplements.
HSE. Procedures, deviations, safety inspections, safety representatives and whistleblowing.
Conduct and a good working environment. What you expect of each other, and what you do if someone experiences harassment.
Equipment and IT. Use of company equipment, passwords and access.
When employment ends. Notice, exit conversation and return of equipment.

How to keep the handbook alive

Give it an owner and a date for the last review. An annual review is a good starting point.
Write briefly and in a language everyone understands. If you have employees who do not read Norwegian well, they should get the handbook in a language they understand.
Publish it where everyone can find it, and say when something changes.
Have a manager read it through after changes in the law. See also the guide on HSE requirements.

The handbook must not conflict with the law. If you are in doubt about a rule, check Lovdata or ask a lawyer.

How the portal helps

In the HR system you get a ready-made staff handbook proposal that you adapt to your company. You also gather documents there, including per employee, holiday and absence in a calendar, and onboarding from a template. Procedures in the HSE system can have read confirmation.

Read about the HR system

Sources

The rules change. Always check the current text with the sources below. Most sources are in Norwegian. This guide is general information and not legal advice.

Staff handbook template: what should it contain?