2026 UPDATED VERSION
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Pennsylvania employee handbook

  • Includes federal, state and city-specific policies
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Disclaimer: The content provided below is for informational purposes only and does not substitute legal advice.

Last updated October, 2026

Pennsylvania Employee Handbook Overview

Your employee handbook helps employees understand your workplace policies and the rights that apply to them. If you have employees in Pennsylvania, review both federal and Pennsylvania requirements, along with any local rules that apply where those employees work. You can address these in one handbook, with location-specific provisions where needed.

What should be included in a Pennsylvania employee handbook?

The policies you need depend on your workforce and where employees work. The following Pennsylvania-specific topics are worth addressing where applicable:

  • Pennsylvania Equal Employment Opportunity Policy: The Pennsylvania Human Relations Act generally covers employers with four or more employees. It prohibits discrimination based on protected characteristics including race, color, religious creed, sex, national origin, ancestry, age 40 or older, and disability. Protections include pregnancy and, under the 2026 CROWN Act, hair texture and protective hairstyles associated with race.
  • Pennsylvania Personnel File Policy: Employers must allow eligible employees to inspect qualifying personnel records at reasonable times. Employees may take notes, but the law does not require employers to provide copies. Without reasonable cause, an employer may limit inspection to once per calendar year for the employee and once for an authorized agent.
  • Pennsylvania Victim and Witness Leave Policy: Employers may not penalize employees for attending court because they are crime victims, witnesses, or members of a victim’s family. The law does not require pay for that time.
  • Pennsylvania Organ and Tissue Donation Leave Policy: Employers covered by the Family and Medical Leave Act (FMLA) must provide eligible employees with FMLA-equivalent leave when a serious health condition prevents them from working during preparation for or recovery from organ or tissue donation. Qualifying care for a spouse, child, or parent is also covered.
  • Pennsylvania Jury Duty Policy: Covered employers may not penalize employees for responding to a jury summons or serving on a jury. The law does not require paid time off and excludes retail or service employers with fewer than 15 employees and manufacturing employers with fewer than 40.
  • Pennsylvania Emergency Response Leave Policy: Employers may not discipline volunteer firefighters, fire police, or ambulance or rescue squad members who miss work because they answered an emergency call before they were due at work. Employers may deduct pay for missed time, and employees must provide a statement about the call.
  • Pennsylvania Emergency Leave Policy: Employers may not discipline employees who cannot report to work because roads in the county where they live or work are closed during a Governor-declared disaster emergency. The missed time may be unpaid, and the law excludes certain essential occupations.
  • Pennsylvania Meal Breaks Policy: Employees under 18 must receive a 30-minute break before working more than five consecutive hours. Pennsylvania generally does not require meal or rest breaks for employees 18 or older.
  • Pennsylvania Final Pay Policy: Employees who resign, are laid off, or are fired must receive their earned wages by the next regular payday.
  • Pennsylvania Military Service Policy: Pennsylvania prohibits discrimination based on National Guard or reserve membership or qualifying military duty. State leave and reemployment provisions in Chapter 73 apply to defined public employees; federal USERRA provides leave and reemployment rights for eligible private-sector employees.
  • Pennsylvania Medical Marijuana Policy: Employers may not take adverse action against an employee solely because the employee is certified to use medical marijuana. The law does not require accommodation of use at work or prevent action based on workplace impairment.

City- and county-specific policies

Employees working in Philadelphia, Pittsburgh, or Allegheny County may have additional protections. Include the policies that apply to their work location and your business.

Philadelphia, PA specific policies

  • Philadelphia Domestic Violence, Sexual Assault, or Stalking Leave Policy: Employees may take unpaid leave to address domestic violence, sexual assault, or stalking affecting themselves or a family or household member. The allowance is up to four weeks in a 12-month period for employers with fewer than 50 employees and up to eight weeks for employers with 50 or more, subject to the law’s rules on overlapping FMLA leave.
  • Philadelphia Sick Leave Policy: Covered employees earn one hour of sick leave for every 40 hours worked, up to 40 hours per year. Employers with 10 or more employees generally must provide paid leave; smaller employers generally provide unpaid leave, with exceptions such as covered chain establishments. The 2025 POWER Act also strengthened worker protections and enforcement.
  • Philadelphia Employer Commuter Transit Benefits Policy: Private employers with 50 or more covered employees must make at least one qualifying commuter transit benefit available. A covered employee generally averaged at least 30 hours of work per week in Philadelphia for the same employer during the prior 12 months. Options include qualifying pre-tax payroll deductions or an employer-provided transit benefit.
  • Philadelphia Fair Workweek Policy: Covered retail, food-service, and hospitality employers must provide predictable schedules, good-faith schedule estimates, and generally 14 days’ advance notice of work schedules. Coverage requires both at least 250 employees worldwide and at least 30 locations worldwide.
  • Philadelphia Fair Chance Hiring Policy: The law generally applies to employers with one or more employees. Employers may not ask about criminal history on job applications and generally must wait until after a conditional offer to run a criminal background check. Before rejecting an applicant based on a record, employers must make an individualized assessment and provide written notice and an opportunity to respond.
  • Philadelphia Wage Equity Policy: Employers may not ask applicants about salary history or use that history to set pay. Philadelphia’s wage equity rule does not impose a general requirement to disclose pay ranges in job postings.

Pittsburgh, PA specific policies

  • Pittsburgh Pregnancy Accommodations Policy: Covered employers may not discriminate based on pregnancy, childbirth, or related conditions and must engage in an individualized process to provide reasonable accommodations unless doing so would cause undue hardship.
  • Pittsburgh Sick Leave Policy: Covered employees earn at least one hour of paid sick time for every 30 hours worked in Pittsburgh. Under changes effective January 1, 2026, employees may accrue up to 72 hours per year at employers with 15 or more employees, or up to 48 hours at employers with fewer than 15, unless the employer provides more.

Allegheny County, PA specific policies

  • Allegheny County Sick Leave Policy: Employers with 26 or more employees must provide covered employees with one hour of paid sick time for every 35 hours worked in the county, up to 40 hours per year. If Pittsburgh’s city rules also apply, review both sets of requirements when drafting the policy.

Federal Policies

Don’t forget about federal policies. Which ones apply depends on factors such as employer size, industry, and workforce.

Core federal policies to consider

  • Equal Employment Opportunity and Anti-Discrimination Policy
  • Anti-Harassment and Complaint Procedure
  • Family and Medical Leave Act (FMLA) Policy, for covered employers
  • Americans with Disabilities Act (ADA) and Reasonable Accommodation Policy
  • Military Service Leave (USERRA)
  • Wage and Hour Compliance Policy under the Fair Labor Standards Act (FLSA)
  • Policies required for covered federal contractors, such as applicable pay transparency, whistleblower, or drug-free workplace provisions
  • Workplace Violence Prevention Policy
  • Code of Conduct Policy
  • Nursing Parents Policy
  • Conflict of Interest and Business Ethics
  • Disciplinary Procedures
  • Use of Company Property
  • Employee Classification and Pay Practices
  • Health and Safety Policy
  • Confidential Company Information
  • Open Door Policy
  • Receipt of Non-Harassment Policy
  • Use of Communication and Computer Systems
  • Workplace Searches and Inspections
  • At-Will Employment Notice, where appropriate

Additional policies to include where relevant

  • Industry-specific policies
  • Sick Leave, Vacation Leave, and PTO Policy
  • Company Vehicles Policy
  • Punctuality and Attendance
  • Benefits
  • Working Schedule
  • Employment Records
  • Smoking
  • Overtime
  • Performance Reviews
  • Social Media Policy
  • Remote Work Policy
  • Introductory Period Policy
  • References
  • Hiring Relatives and Significant Others
  • Business Expense Reimbursement

You can start with a free basic handbook in the handbook builder and compare plans for Pennsylvania and local policies.

Poster Requirements

Understanding labor law poster requirements can feel like solving a puzzle. You may need federal, Pennsylvania, and local notices, depending on your business and where employees work.

Why should I care about displaying posters?

Required notices tell employees about their workplace rights. Employers must display the notices that apply to them in the manner each law requires. Posting requirements and potential penalties vary by notice, so review them when you open a location, change how employees work, or update your policies.

What are the requirements for displaying labor law posters?

Many notices must be displayed conspicuously where employees can readily see them. If employees work remotely, check the rule for each notice: electronic access can supplement physical posting and may satisfy some requirements when specific conditions are met. Some notices must also be available to job applicants. The U.S. Department of Labor’s poster guidance explains federal requirements.

What labor law posters do I need to display?

The required set depends on your workforce, industry, and locations. Federal and Pennsylvania agencies provide their posters free of charge.

How to create a Pennsylvania Employee Handbook?

An employee handbook isn’t just a formality; it helps employees understand how your company works. Your handbook should explain your practices clearly, address laws that apply to your workforce, and stay current as those laws change.

Writing one from scratch takes time, especially when employees work in different places. Handbooks.io can help you build a starting document. Answer a short survey about your company, choose the policies you need, then review and customize the result for your workplace. For state and local policy coverage, choose the plan that fits your team.

Get started on building your handbook

Creating a handbook starts with a few questions about your company, such as:

  • How many employees do you have?
  • Do you have employees in multiple states?
  • Do you have an introductory period for new employees?
  • Do you offer paid holidays?
  • What is your payroll schedule?
Create your Pennsylvania employee handbook now!