Employee Assistance Program Policy Template

An Employee Assistance Program (EAP) provides employees and their families with free, confidential counseling and support services. Offering an EAP reinforces your organization’s commitment to employee well-being and helps teams show up fully — at work and in life.

This policy explains how the program works, who it’s for, and how to access it safely and confidentially.

What the Employee Assistance Program Policy Should Include

A strong EAP policy should include:

• Purpose and scope: Why the program exists and who it’s for.
• Services offered: Types of support available through the EAP (e.g., mental health, legal, financial).
• Eligibility: Who can use the program (e.g., employees, dependents, household members).
• How to access: Details on contact methods, hours, and third-party providers.
• Confidentiality: Assurance that participation is private and protected.
• Cost: Clarify that services are free to eligible participants.
• Limitations: Number of sessions covered, referral process, and external provider guidelines.
• Manager guidance: How leaders can refer team members or promote awareness.
• Legal compliance: Acknowledgment of relevant employment and benefits laws.

Purpose of the Employee Assistance Program Policy

The purpose of this policy is to:

• Promote a healthy and supportive workplace culture.
• Encourage employees to seek help early and reduce stigma around mental health and personal challenges.
• Outline the resources available through the EAP and how to access them.
• Reinforce [Company Name]’s commitment to emotional, psychological, and practical well-being.

Sample Employee Assistance Program Policy

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Effective Date: [Insert Date]
Policy Owner: People Team / HR Department
Last Reviewed: [Insert Date]

1. Policy Overview

[Company Name] recognizes that personal, emotional, and family-related challenges can affect employees at any stage of life. Our Employee Assistance Program (EAP) is a confidential support resource available to help employees and their household members navigate difficult situations — both at work and at home.

The EAP is free to use and operated by a third-party provider to ensure confidentiality and unbiased support.

2. Who Is Eligible

EAP services are available to:

• All full-time and part-time employees
• Household members and dependents of eligible employees
• Employees on medical or family leave

You do not need to be enrolled in the company’s health plan to use the EAP.

3. Services Offered

The EAP provides short-term counseling and referral services for a wide range of concerns, including:

Mental Health and Emotional Well-Being:

• Stress, anxiety, depression, or burnout
• Grief and loss
• Relationship or family issues
• Substance use or addiction support

Work-Life Balance:

• Parenting support
• Elder care referrals
• Conflict resolution
• Time management coaching

Legal and Financial Consultation:

• Debt and credit counseling
• Legal advice on civil matters (e.g., landlord/tenant issues, wills)
• Budgeting and financial planning resources

Critical Incident Response:

• Support after traumatic workplace events
• Debriefing and group counseling sessions

These services are typically delivered via phone, video, or in-person sessions (depending on provider capabilities and employee preference).

4. How to Access the EAP

You can contact the EAP 24/7 through:

• Phone: [Insert EAP provider phone number]
• Website: [Insert EAP website or portal link]
• App (if available): [Insert name and download info]
• Live chat or text support: [Insert details if applicable]

When you call or log in, you'll be connected to a licensed counselor or intake coordinator who can assess your needs and help schedule services.

In most cases, employees can access up to [insert number, e.g., 6] free counseling sessions per issue, per year.

5. Confidentiality

Your privacy is protected. No one at [Company Name] will be informed of your participation in the EAP unless you give written consent — or unless required by law (e.g., if there is a safety concern or legal mandate).

Usage of the EAP will not be recorded in your personnel file and does not affect your employment status or benefits eligibility.

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6. Cost and Coverage

EAP services are:

• Free of charge for eligible employees and household members
• Paid for by [Company Name] as part of our total well-being offering

If long-term or specialized treatment is needed beyond the scope of the EAP, the counselor may refer you to an external provider. In those cases, you may be responsible for costs, which may be covered in part by your health insurance plan.

7. Limitations and Referrals

• The EAP is not a replacement for ongoing therapy or medical treatment, but it can help you get started.
• The number of sessions is capped at [insert number] per issue per calendar year.
• For needs beyond the scope of the EAP, you’ll receive guidance and referrals to trusted external providers.

If you are in crisis or experiencing a life-threatening emergency, call 911 or go to your nearest emergency room. The EAP is not an emergency service.

8. Manager Responsibilities

Managers should:

• Promote awareness of the EAP to their teams
• Refer employees to the EAP when they express stress, emotional strain, or personal issues (while respecting privacy)
• Avoid diagnosing or attempting to solve employees’ personal problems
• Maintain confidentiality when supporting team members who use or inquire about the EAP

Managers may also request support from HR or the EAP provider for team-wide interventions after major disruptions or losses.

Frequently Asked Questions

1. Do I need to ask my manager before using the EAP?
No. You can access the EAP directly at any time. Your usage is confidential and doesn’t require approval or disclosure.

2. Can I use the EAP even if I’m not enrolled in company health insurance?
Yes. Eligibility for the EAP is separate from your medical plan and includes all employees and their household members.

3. Can I use EAP services during work hours?
Yes — with your manager’s permission. We encourage flexibility so employees can prioritize mental health.

4. What happens after I use all my free sessions?
If additional care is needed, the EAP will help refer you to a provider in your community. You’ll be responsible for any associated costs, which may be covered by insurance.

5. Can I use the EAP for legal or financial questions?
Yes. Many EAPs offer a limited number of free consultations with attorneys or financial counselors. Contact the provider for specific availability.

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