2026 UPDATED VERSION
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West Virginia employee handbook

  • Includes federal, state and city-specific policies
  • Download a West Virginia handbook (Word doc)
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Disclaimer: The content provided below is for informational purposes only and does not substitute legal advice.

Last updated October, 2026

West Virginia Employee Handbook Overview

When building your West Virginia employee handbook, it’s important to account for both state and federal policies. Whether all your employees work in West Virginia or only a few do, a state-specific handbook helps them understand the policies and workplace rights that apply to them.

Below, you’ll find West Virginia policies to consider, along with federal policies and other useful additions.

What should be included in a West Virginia employee handbook?

Every handbook should address applicable federal and state policies, as well as local requirements where employees work. The West Virginia policies below depend on your workforce and circumstances.

  • West Virginia Equal Employment Opportunity Policy: Covered employers may not discriminate in employment based on race, color, religion, national origin, ancestry, sex, age 40 or older, blindness, or disability. The West Virginia Human Rights Act generally covers private employers with at least 12 employees in the state for 20 or more weeks in the current or preceding calendar year.
  • West Virginia Recordkeeping Policy: Employers covered by the state’s Wage Payment and Collection Act must keep payroll and employment records during an employee’s employment and for at least five years from the date each record was created. Other laws or a legal hold may require longer retention.
  • West Virginia Pay and Leave Policy Notices: Employers must give employees written notice of their rate of pay and payment arrangements when hired. They must also make their vacation, sick leave, and comparable policies available in writing or through an accessible posted notice.
  • West Virginia Pregnancy Accommodations Policy: Covered employers must reasonably accommodate known limitations related to pregnancy, childbirth, or related medical conditions unless the accommodation would cause undue hardship. State law calls for written documentation from the employee’s or applicant’s health care provider describing the limitation and suggested accommodation. An employer cannot require leave when another reasonable accommodation is available.
  • West Virginia Voting Leave Policy: Employees who make a written request at least three days before an election must be allowed up to three hours, if needed, to vote while polls are open without a wage deduction. The law allows a deduction in certain circumstances when an employee already had three or more hours of personal time while polls were open. Employers providing certain essential or continuous services may schedule voting time to avoid disrupting operations.
  • West Virginia Emergency Response Leave Policy: Employers may not terminate or discipline a volunteer firefighter or emergency medical service attendant who responds to an emergency before the start of a scheduled shift and consequently misses work. The missed time may be unpaid or charged to accrued leave, at the employee’s option.
  • West Virginia Meal Breaks Policy: During a workday of six or more hours, employers must make at least 20 minutes available for a meal break when employees are not otherwise given necessary breaks or permitted to eat while working. A separate rule for workers under 16 prohibits more than five continuous hours of work without a lunch period of at least 30 minutes.
  • West Virginia Final Paycheck Policy: Employees who are discharged, quit, or resign must receive wages due for work performed before separation on or before the next regular payday. Employers must also provide written contact information for wage-payment demands at separation or with the final paycheck under the state’s written-demand provision.
  • West Virginia Jury Duty Leave Policy: An employee who receives a jury summons must show it to their immediate supervisor on the next day they work. The employer must excuse the employee for the days required for jury service and may not discriminate against them for responding to a summons or serving. West Virginia law does not require the employer to pay for time actually spent away from work for jury duty.
  • West Virginia Organ and Bone Marrow Donation Leave Policy (State Employees): Full-time state employees may receive up to 120 paid hours per calendar year for donating an adult kidney or part of an adult liver, or up to 56 paid hours for donating adult bone marrow. West Virginia encourages private employers to offer similar leave but does not require them to do so under this law.
  • West Virginia Disability Accommodation Policy: Covered employers may not discriminate against qualified applicants or employees because of blindness or disability. They must consider reasonable accommodations that enable a qualified person to perform the essential functions of a job, unless an accommodation would impose an undue hardship.
  • West Virginia Civil Air Patrol Leave Policy: Employers with more than 15 employees must provide eligible Civil Air Patrol members up to 10 unpaid days per calendar year for emergency-mission training and up to 30 unpaid days for emergency missions. The law includes notice and verification rules, and protects members who have been employed for at least 90 days.
  • West Virginia Public Office Leave Policy: An employee elected to a part-time public office, or appointed to a part-time elected office, may take leave from private employment to perform official duties without penalty. The leave may be unpaid. This requirement does not apply to private employers with five or fewer full-time employees.

Federal Policies

Don’t forget about the federal policies. Some apply only to covered employers, while others are useful practices for most handbooks. Review them alongside your West Virginia policies.

Core federal policies

  • Equal Employment Opportunity and Anti-Discrimination Policy
  • Anti-Harassment and Complaint Procedure
  • Family and Medical Leave Act (FMLA) Policy, if applicable
  • Americans with Disabilities Act (ADA) and Reasonable Accommodation Policy
  • Military Service Leave (USERRA)
  • Wage and Hour Compliance Policy (FLSA)
  • At-Will Employment Notice
  • Federal contractor policies, if applicable, such as pay transparency, whistleblower protection, and drug-free workplace policies
  • 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

Additional policies to include

  • 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

Explore these policies in the handbook builder.

Poster Requirements

Understanding labor law poster requirements can feel like solving a puzzle. You may need federal, West Virginia, 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 West Virginia agencies provide their posters free of charge.

How to create a West Virginia Employee Handbook?

An employee handbook isn’t just a formality; it’s part of a well-run company. Getting it right means more than putting words on paper. Your handbook should reflect the federal, state, and local employment rules that apply to your team, and it should stay current as those rules change.

When it comes to building a state-specific handbook, many companies face the same choice: hire an attorney to draft one from scratch or try to do it themselves. The first option can be expensive and time-consuming. The second can be difficult if you’re relying on a generic template.

That’s where Handbooks.io comes in. Answer a short survey about your company, choose the policies you need, and create an editable handbook. You can start with a free basic handbook; eligible paid plans add West Virginia and applicable local policies. Let’s build this thing!

Get started on building your handbook

Creating a new handbook only takes a few minutes. Get started by answering 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 West Virginia employee handbook now!