Employee Wellness Program Policy Template

Wellness isn’t a luxury — it’s foundational to how employees show up, perform, and feel at work. When companies invest in employee wellness, they’re not just offering perks — they’re building a culture that values balance, resilience, and long-term success.

A clear Employee Wellness Program Policy outlines what wellness benefits are available, who can access them, and how they support a healthy, high-performing workplace. Whether your program includes fitness reimbursements, mental health resources, or wellness days, this policy helps create transparency, increase participation, and show employees that their well-being matters.

What the Employee Wellness Program Policy Should Include

An effective wellness policy should clearly outline:

• Purpose and scope: Why the program exists and who it applies to
• Eligibility: Which employees can participate (e.g., full-time, part-time, dependents)
• Program offerings: What wellness resources are available — including physical, mental, emotional, and financial wellness
• Wellness reimbursements or stipends: What’s covered, how to submit, and how much is provided
• Confidentiality: How personal health data and participation are kept private
• Time and participation expectations: Whether wellness activities can occur during work hours
• Incentives (if applicable): Bonuses, prizes, or recognition tied to program participation
• Compliance and disclaimers: Statement that programs are voluntary and not a substitute for medical care

Purpose of the Wellness Program Policy

This policy supports our commitment to helping employees feel their best — inside and outside of work. It’s designed to:

• Promote a culture of well-being, balance, and self-care
• Offer resources that support physical, mental, emotional, and financial health
• Encourage sustainable habits that benefit individuals and the business
• Ensure equitable access to wellness offerings across the company

Wellness looks different for everyone. This policy ensures that all employees have the opportunity — and support — to define what it means for them.

Sample Employee Wellness Program Policy

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

1. Policy Overview

This policy outlines [Company Name]’s wellness program, which is designed to support the overall well-being of employees. We believe that wellness is essential to professional success and personal fulfillment, and we encourage all employees to take advantage of the resources available through this program.

Participation in the wellness program is voluntary and open to all eligible employees, regardless of health status.

2. Who Is Eligible

The wellness program is available to:

• All full-time employees
• Part-time employees regularly working 20+ hours per week
• Employees on approved leave (with manager and HR approval)
• In some cases, spouses or domestic partners and dependents may access specific wellness benefits, as indicated in plan documents

Contractors, interns, or temporary workers may participate in select activities at the company’s discretion but are not eligible for reimbursements or incentives unless explicitly stated.

3. What the Program Includes

Wellness initiatives may include (but are not limited to):

Physical Wellness

• Gym membership discounts or reimbursements
• Virtual fitness classes
• Step or hydration challenges
• Flu shot clinics or preventive screenings

Mental & Emotional Wellness

• Employee Assistance Program (EAP)
• Meditation or mindfulness apps
• Access to therapy or counseling services
• Wellness days or mental health breaks

Financial Wellness

• Retirement planning tools
• Student loan assistance programs
• Budgeting or financial literacy workshops

Community & Social Wellness

• Team fitness or service activities
• Wellness Slack channels or clubs
• Wellness speaker events or educational webinars

These offerings may vary by location, budget, and program availability. Employees will be notified of new or seasonal wellness opportunities throughout the year.

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4. Wellness Reimbursements

Eligible employees may receive up to [Insert amount, e.g., $300] per calendar year in wellness reimbursements for qualifying expenses, such as:

• Gym memberships
• Fitness equipment or classes
• Nutrition counseling or health coaching
• Fitness tracking devices (e.g., Fitbit, Apple Watch)

To receive reimbursement:

1. Submit a completed Wellness Reimbursement Form
2. Include proof of payment (e.g., receipt, invoice)
3. Submit to [Insert system or contact] within 60 days of purchase

All reimbursements are subject to manager and HR approval and may be considered taxable income depending on local laws.

5. Time and Participation

Whenever possible, wellness activities should be completed outside of core work hours or during scheduled breaks. If an activity occurs during work time (e.g., on-site yoga or company-hosted events), employees may attend with manager approval.

Managers are encouraged to support participation in wellness activities and model healthy work-life boundaries themselves.

6. Confidentiality

Participation in the wellness program is confidential. No health or participation information will be shared with managers, coworkers, or leadership teams unless it is explicitly part of a public-facing program (e.g., leaderboard for a voluntary team challenge).

All personal health data is protected in accordance with HIPAA, where applicable, and any third-party vendors are required to maintain appropriate data privacy standards.

7. Program Incentives (Optional)

Some wellness initiatives may include incentives such as:

• Gift cards
• Raffle entries
• Company swag
• Wellness challenge leaderboards or recognition

Participation in incentive-based activities is optional, and eligibility criteria will be clearly communicated for each program.

8. Disclaimer

The wellness program is not intended to diagnose, treat, or prevent any disease or medical condition. Participation is voluntary and not a condition of employment. Employees should consult their healthcare provider before starting any new health or fitness program.

9. Program Review and Feedback

This policy and the wellness program offerings will be reviewed annually. Employees are encouraged to provide feedback and suggest new ideas by contacting [Insert HR or wellness contact].

We believe wellness is a shared responsibility — and your input helps us create programs that are inclusive, meaningful, and sustainable.

Frequently Asked Questions

1. Do I have to participate in the wellness program?
No. Participation is entirely voluntary. You are welcome to use as much or as little of the program as is right for you.

2. Can I use my stipend for mental health apps or therapy?
In many cases, yes — especially if the app or service supports well-being. Check with HR to confirm eligible expenses.

3. What if I work remotely — can I still use the program?
Yes. We aim to offer wellness resources that are accessible to both in-office and remote employees, including virtual fitness and mental health offerings.

4. Are wellness reimbursements taxed?
Some may be, depending on your location and the nature of the benefit. HR can provide guidance on how reimbursements are handled.

5. How do I get involved in team wellness events or Slack channels?
Wellness events and groups are announced throughout the year. You can also contact HR or join relevant Slack channels to connect with others and stay in the loop.

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