Your nanny is handling the professional duty of tending to your children and home - prioritized as the two most important things in your life. With this stated, it is extremely important to establish written guidelines for in-home employees, just like any other 8-5 job in the daily working world.  Your nanny must be fully aware of workplace rules, practices and policies while working in your home. In doing so, this will present clear advantages to you and your family in terms of accountability.  

Nanny’s Employee Handbook

Similar to the job description and work agreement, time must be invested in developing an employee handbook. While it may seem like a frivolous waste of personal time, rest assured the benefits of the document will clearly cover the initial investment of time. Some of the factors you will want to cover in your household employee handbook follow. (You may use these statements verbatim, or adapt them to suit your personal household needs and operating parameters): 

• An At-Will Employment Statement: The household is not offering guaranteed employment. Likewise, the employee may resign at any time for any reason without notice, and may be terminated at any time - with or without cause - by the employer.
• Equal Employer Opportunity: The household maintains a policy of nondiscrimination with employees and applicants. Employment in the home is not influenced in any way due to race, color, religion, sex, age, national origin or physical/mental disability.
• Worker’s Compensation Insurance: The household carries worker’s compensation insurance to cover the cost of work-related and work-incurred injury. Worker’s compensation benefits are mandated by state law and benefits depend on the circumstances surrounding each incident.
• Social Security: Employees are covered under the federal Social Security Act, which provides for future security in case of retirement, disability, death, etc. Employees pay a portion of their earnings into Social Security from each paycheck and the employer matches the deduction.
• Use of Household Property: Employees who use household equipment such as tools, machines, and other property are to perform their duties with proper usage and care. If any household equipment or property is damaged during an employee’s job performance, she will be expected to advise the employer as soon as possible. Unauthorized usage of property outside of the home will be considered theft. In which case, the employee could be immediately discharged and files of criminal theft could be issued.
• Use of Phone, Fax, Computer and other Household Fixtures: Personal telephone calls and personal use of the household computer, Internet and other equipment is not warranted unless otherwise approved. Unless an employer has a wireless phone provided for personal usage, it is understood that the employee may need to make a personal phone call from time to time. If such calls are necessary, they should be kept to a minimum and for short intervals. Employees using a family’s communications equipment for personal usage must understand that the household has the right to monitor the use and content of such communications.
• Use of Family Vehicles: The employer may request that the employee use the employer’s car in order to accomplish certain tasks. If driving is required, the employee will be permitted to use the family vehicle, assuming the employees’ driver’s license is clean. In the event the vehicle is in the use of the employee and an accident occurs due to negligent driving; vehicle repairs are relevant due to careless misuse; or excessive traffic and parking violations are obtained, then disciplinary actions will be the result up to the point of termination.
• Workplace Visitors: Under most circumstances, the household does not allow employees to have personal visitors on the premises during work hours without prior permission. If unauthorized persons are observed on the premises, employees are required to immediately phone the police and contact the home owner.

Expense Reports and Reimbursements

Parents, pay special attention to this section, as expenses and reimbursements are reported as one of the most trying personnel issues for nannies. Both the employer and nanny must understand that when issues of money are relevant, serious issues of distrust unfold leading up to a nanny’s ultimate resignation or termination.

Many times a nanny will be required to attend to emergencies and matters in the home that are unplanned for. In this case, the nanny is often expected to utilize her own, personal funds to cover the cost of the expenses. It is extremely important for the family and nanny to communicate clearly about the reimbursement process. It is important to make it clear that you, the parents, will be happy to reimburse for any undue expenses. Likewise, it is important to articulate your appreciation for your nanny’s assistance in affording extra expenses. If you like, let your nanny know that receipts are necessary for cost of purchases that extend beyond $10. However, the $2.50 soda purchased at the movie theater for a youngster will not require receipt. In this case, you expect nothing more than good faith. Make sure your nanny is aware of the reimbursement payment process. You might choose to reimburse your nanny on a daily or weekly basis. This is something you will want to address in the work agreement, discussed above, and adjust accordingly based on feedback from your nanny.

Medical Release Forms

In the event an unfortunate event should take place, and a youngster in the home should need immediate medical attention, it is of vital importance that your nanny has medical release forms along with any additional pertinent paperwork. A nanny can present medical release documents, prepared and signed by the parents, along with the employer’s health insurance card to obtain treatment. This one step could mean the difference in your child’s life. Make sure you take the time to develop a plan and proper authorization for your nanny in the event an emergency should occur.

Nanny Personnel Files

It’s a wise practice to keep an employee personnel file on hand. This file should contain every bit of paperwork that has to do with your nanny from hiring to when it comes time to part ways. The information you should keep in this file are all forms of paperwork required by law such as W-4 tax forms and state withholding certificates; work history; job description; interview documentation, letter of employment; references; employee handbook; attendance record; compliments and complaints, etc. Some states require employers to allow both past and present employees access to their employment files. Be aware of the laws in your respective states so you are aware of filing laws.

One important side note: It is wise to establish periodic written and/or verbal reviews with your nanny to provide constructive feedback and positive affirmations of a job well done. By taking this step, you are communicating with your nanny so she knows how she might do better. Or, in the event she is doing a fantastic job, you, the employer, need to take the time to praise her loyalty to your family and diligence to the job. You should also keep this information in your nanny’s employment file.

Discipline Practices

Household employment is largely an at-will form of work, but you must still get in the practice of taking disciplinary actions when warranted. Discipline can be implemented in gradual increments when necessary, such as verbal warnings, followed by written warning, counseling, probation, suspension and finally termination. Hopefully, neither you nor your nanny will be interested in this sort of dire situation. However, if it comes down to it, you will want to document and file any disciplinary action to prove that your nanny was fully aware of the issues at hand but did not, for whatever reason, take the necessary actions to improve her behavior. Just as important, in the event an employee’s actions are too reckless to carry through the warning process, make sure your nanny is aware that a serious infraction will lead straight to dismissal. In the employee handbook you prepare, explicitly outline any behaviors that will lead to immediate termination. In this step, be very detailed and let no questions go unanswered.

A Nanny’s on the Job Training

As an employer, you need to make sure to plan for the nanny’s first days on the job. Your nanny must become acquainted and comfortable with your household operations, your home’s environment and your family’s culture. If possible, bring your nanny into the family household on a weekend, prior to hire. In doing so, you can spend a day or two helping your new employee understand what needs to be accomplished. If you can fit it into your schedule, spend the first day with your nanny, walking her through the details of the household chores. From there, scale back and maybe spend a few hours in the morning with your nanny, and the next day, arrive home early from your workday to discuss evening rituals in your home. To help in this transition process, prepare a list of responsibilities and activities for your nanny. At first, you may want to assist in carrying out these duties so she is able to witness how things are typically done. What follows are some ideas for managing a smooth transition:

• Properly introduce your nanny to the members of the household. It’s important to take time for your children to become fully comfortable with your nanny.
• If time allows, introduce your nanny to your neighbors.
• Take your nanny on a tour of the neighborhood and city, including the local grocery store, drug stores, doctor’s office, playground, hospital and your children’s school or daycare.
• Make sure your nanny’s name is on any potential lists of individuals authorized to pick up your children following activities outside the home as well as school.
• If your nanny is using your personal vehicle, make sure your nanny is fully comfortable driving the car. Likewise, insurance forms and paperwork must be attended to so your nanny is fully legal and covered in your family car.
• Now is a good time to review key policies as stated in the employee handbook, such as payment and reimbursement practices.
• Address any emergency contact information as well as numbers and directions to the nearest hospital and health care facilities.
• Review safety procedures for any equipment in the home. You might also go over any household equipment used in the nanny’s daily work schedule, such as the washing machine and dishwasher.
• Review the work agreement to make sure there are no questions or issues pertaining to the outlined document. (Addressing issues early will save headaches and turmoil).
• After the first few days, you may want to come home, early, to see how things are going. Or, you may make a phone call or two, throughout the day to check in.
• Set some time aside at the end of the first few days to assess with your nanny how things are progressing. During these discussions, be certain to reinforce and encourage your nanny in order to boost her self-esteem. After all, the first few days can often prove daunting with so much new information and new children to attend to.
• Ask your nanny to keep daily notes. When something arises in the day, either an unexpected event or lack of proper supplies to do her job, encourage her to bring it to your attention. In doing so, you can address these situations, immediately, working together to find the proper solutions.