Sample Wellness Program Guidelines

Sample_Documents

DISCLAIMER: This is a sample template provided for informational purposes only. It does not constitute legal, tax, or financial advice. Organizations should consult their own legal and tax advisors and tailor this document to reflect their specific business needs, geographies, and applicable laws.

Document Header

Field	Value
Title	<Program Name> Wellness Program Guidelines
Document Type	Wellness Program Guidelines
Category	Benefits & Wellness
Company	<Company Name>
Version	<Version>
Effective Date	<Effective Date>
Last Reviewed	<Date>
Next Scheduled Review	<Date> (every <Number> months)
Document Owner	<Owner Title> (Total Rewards)
Approver	<Approver Title> (e.g., CHRO)
Geographic Scope	<Country/Region List>
Related Policies	Benefits Eligibility Policy; Data Privacy Policy; Code of Conduct; Occupational Health & Safety Policy

Purpose and Objectives

Define the governance, design standards, and operational practices for the <Company Name> wellness program.
Promote employee wellbeing across physical, mental, social, and financial dimensions while aligning with organizational values and business objectives.
Ensure compliance with applicable laws and regulations in <Country/Region>.
Establish consistent, equitable, and inclusive practices across all locations, employee groups, and work arrangements.
Provide clear guidance on roles, responsibilities, funding, incentives, data privacy, vendor management, and measurement.
Support sustainable behavior change, improved health outcomes, and a positive employee experience.

Strategic Objectives

Increase voluntary engagement in wellness activities to at least <Percentage>% of eligible employees within <Number> months of launch.
Improve preventive care adherence by <Percentage>% year over year, measured by annual screening completion and primary care visits.
Achieve a reduction of <Percentage>% in modifiable risk factors (e.g., tobacco use, inactivity) over <Number> years.
Improve employee-reported wellbeing scores by <Percentage>% on the <Survey Name>.
Maintain or improve medical cost trend by at least <Percentage>% relative to benchmark over <Number> years, recognizing that wellness is one of several contributing factors.

Scope and Applicability

In Scope

Global wellness program strategy, design principles, and governance for <Company Name>.
Program components including preventive care, physical activity, nutrition, mental health, financial wellbeing, ergonomics, chronic condition support, and caregiver resources.
Incentives and rewards tied to program participation and outcomes permitted under applicable law.
Vendor selection, contracting, service level management, and data protection requirements.
Communication guidelines for employees and managers across <Country/Region>.
Measurement, reporting, and continuous improvement practices.

Out of Scope

Clinical diagnosis, medical treatment, or services delivered by healthcare providers outside wellness program scope.
Occupational health services required by regulation (e.g., mandatory fitness-for-duty exams), except where coordination is necessary to ensure employee safety and avoid duplication.
Workers’ compensation administration and determinations.
Individual employee medical advice; employees are encouraged to consult their personal healthcare providers.

Applicability

Applies to all eligible employees of <Company Name> as defined in the Eligibility section, including full-time, part-time, remote, hybrid, and on-site workers in <Country/Region List>.
Where local laws or collective agreements impose additional requirements, those requirements prevail in that jurisdiction. Local deviations must be documented and approved per the Governance section.

Guiding Principles

Voluntary Participation: Participation is strictly voluntary. No employee is required to disclose health information or to participate.
Privacy by Design: Collect only the minimum necessary data, use de-identified or aggregated data whenever possible, and safeguard personal data consistent with <Country/Region> privacy requirements.
Equity and Inclusion: Design programs that are accessible, culturally relevant, and free of discrimination, with reasonable alternatives and accommodations.
Evidence-Based: Use interventions supported by credible research and recognized guidelines.
Safety First: Ensure activities are safe, appropriately supervised, and considerate of individual limitations.
Accessibility: Provide alternatives for employees with disabilities, pregnancy-related conditions, and other protected characteristics.
Transparency: Clearly communicate program features, incentives, privacy practices, and data use.
Vendor Neutrality: Select vendors based on value, quality, and compliance using objective criteria.
Continuous Improvement: Measure outcomes, gather feedback, and refine programs regularly.

Program Governance

Oversight Structure

The Total Rewards team owns program strategy, design, vendor governance, and measurement.
The Wellness Governance Committee includes representatives from Total Rewards, Benefits, Legal, Privacy, HR Business Partners, DEI, Occupational Health & Safety, Procurement, IT Security, and Communications.
The Committee meets at least quarterly to review performance, risks, compliance, and proposed changes.
Local HR and business leaders may convene local wellness councils to adapt approved programs to local needs, subject to this guideline and legal requirements.

RACI Overview

Activity	Accountable (A)	Responsible (R)	Consulted (C)	Informed (I)
Strategy and annual plan	Total Rewards	Wellness Program Manager	Legal, Privacy, Finance	HRBPs, Leaders
Vendor selection and contracting	Procurement	Total Rewards	Legal, IT Security	Finance, HRBPs
Data privacy and security	Privacy Office	Vendor, IT Security	Legal, Total Rewards	Governance Committee
Incentive design and funding	Total Rewards	Benefits Analyst	Payroll, Finance, Legal	Communications
Communications	Communications	Total Rewards	Legal, DEI, HRBPs	All Employees
Measurement and reporting	Total Rewards	People Analytics	Vendor, Finance	Leadership
Issue escalation	Governance Committee Chair	Total Rewards	Legal, Vendor	Affected Leaders

Eligibility and Participation

Eligibility Criteria

Eligible employees: Regular full-time and part-time employees scheduled >= <Number> hours per week in <Country/Region List>.
Newly hired employees become eligible on the first of the month following <Number> days of employment, unless local law requires otherwise.
Dependents and spouses/partners may access selected services where permitted and funded by local plan design.
Contingent workers, interns, and contractors are not eligible unless explicitly included in local addenda.

Voluntary Participation and Consent

Participation is voluntary and can be stopped at any time without penalty.
Incentives are offered for participation and/or achieving reasonable outcomes where legally permitted; reasonable alternative standards will be provided for individuals for whom a standard is unreasonably difficult due to a medical condition.
Participants must acknowledge program terms and, when required, provide consent to the processing of personal data consistent with <Country/Region> law.

Reasonable Alternatives and Accommodations

Employees may request reasonable alternatives for health-related activities by contacting <Contact Email> or <Phone>.
Medical verification may be requested where permitted by law to support an alternative standard.

Program Components

Preventive Care and Screenings

Promote age- and risk-appropriate preventive services as defined by recognized guidelines in <Country>.
Examples include annual physicals, immunizations, cancer screenings, and biometric screenings administered by <Vendor Name> or primary care providers.
Incentives may be tied to completion of preventive care, subject to legal limits.

Health Risk Awareness and Coaching

Voluntary health assessments and digital check-ins provided by <Vendor Name> to raise awareness and identify supportive resources.
One-on-one coaching for lifestyle behavior change (nutrition, activity, sleep, stress), available via phone, chat, or video.

Physical Activity and Movement

Options include step challenges, activity tracking integrations, group fitness sessions, and subsidized gym memberships.
Encourage inclusive modalities such as walking clubs, stretching, chair yoga, and adaptive fitness.

Nutrition and Healthy Eating

Access to nutrition education, digital meal planning, and healthy recipes.
On-site or virtual seminars with registered dietitians and healthy food environment guidelines for <Company Name> events.

Tobacco/Nicotine Cessation

Evidence-based cessation program including counseling, digital tools, and coverage guidance for pharmacotherapy as available under company benefits.

Mental Health and Resilience

Promote EAP services, digital cognitive behavioral tools, mindfulness programming, manager training, and crisis resources.
Normalize help-seeking and protect confidentiality of mental health information.

Financial Wellbeing

Offer financial education, budgeting tools, retirement planning resources, and debt management support through <Vendor Name>.
Coordinate with retirement and benefits teams to align messaging and avoid conflicts.

Ergonomics and Musculoskeletal Health

Provide ergonomic assessments for on-site and remote workstations, home office guidance, and micro-break routines.
Offer prevention and early intervention for musculoskeletal discomfort through digital physiotherapy or coaching from <Vendor Name>.

Chronic Condition Support

Voluntary disease management resources for conditions such as diabetes, hypertension, and asthma.
Remote monitoring devices and coaching where permitted, with explicit consent and strict privacy controls.

Family and Caregiver Support

Care navigation assistance, parenting and eldercare resources, and flexible participation options for shift workers and caregivers.

Incentives and Rewards

Incentive Philosophy

Incentives are intended to nudge participation, reduce barriers, and recognize effort, not to penalize or coerce.
Incentives should be simple, equitable, and meaningful while remaining fiscally responsible and compliant.

Incentive Types and Limits

Premium contribution differentials or credits up to <Percentage>% of the employee-only premium where permitted by law.
HSA/HRA/HRA-like contributions of up to <Currency> <Amount> annually.
Taxable rewards such as gift cards, points, or merchandise valued up to <Currency> <Amount> per employee per year.
Team-based or department recognition for achieving participation milestones, avoiding any linkage to employment actions.

Sample Incentive Schedule

Activity	Reward Type	Reward Value	Notes
Complete annual preventive exam	Premium credit	<Currency> <Amount> or <Percentage>%	Where permitted; alternative available with physician attestation
Participate in 8-week activity challenge	Points or gift card	<Currency> <Amount>	Threshold: average <Number> steps/day or equivalent minutes
Finish tobacco cessation program	HSA/HRA contribution	<Currency> <Amount>	Reward granted upon program completion; alternative if medically contraindicated
Complete financial wellbeing module series	Gift card	<Currency> <Amount>	Taxable; reported through payroll

Tax and Payroll Treatment

Incentives may be taxable benefits depending on <Country/Region> law. Payroll will gross-up or withhold taxes as applicable.
Non-cash rewards are reported at fair market value in the period granted.
Employees will be informed of tax treatment in program communications.

Safeguards Against Discrimination

Rewards will not be conditioned on disability-related inquiries; outcome-based incentives will include reasonable alternatives.
Participation or non-participation will not affect performance evaluations, promotions, or employment status.

Privacy, Security, and Compliance

Legal and Regulatory Framework

The program will comply with applicable privacy, employment, anti-discrimination, and health information regulations in <Country/Region>, including but not limited to <Law/Regulation>.
Where the program processes personal data of employees in the <European Economic Area/UK/Other>, requirements under <Law/Regulation> apply, including lawful basis, transparency, data minimization, and rights of data subjects.
For programs in <Country> where health information protections such as <Law/Regulation> apply, Business Associate or equivalent agreements will be executed as required.

Data Collection and Use

Data types may include contact details, participation records, activity completion, and de-identified outcomes.
Personal health information is collected and processed by <Vendor Name> as an independent processor or service provider, not by <Company Name>, unless legally permitted and necessary for program administration.
<Company Name> receives only de-identified or aggregated data for program evaluation, except for data needed to administer incentives or reasonable alternatives.

Data Security Controls

Vendors must maintain industry-standard security controls, including encryption in transit and at rest, role-based access, and regular penetration testing.
Vendors must notify <Company Name> of security incidents within <Number> hours and cooperate on response and remediation.

Data Retention and Deletion

Retain identifiable wellness data only as long as necessary to deliver services and comply with law, typically <Number> months after last activity.
Upon termination of services, vendors will return or securely delete data as instructed by <Company Name>.

Consent and Transparency

Clear, accessible privacy notices are provided at point of enrollment.
Employees can exercise their data rights through <Vendor Name> or <Company Name> Privacy Office at <Privacy Contact Email>.

Accessibility, Inclusion, and Accommodations

Offer activities in multiple formats (in-person, virtual, asynchronous) and multiple languages used by the workforce.
Provide reasonable alternatives for employees with disabilities or medical conditions and for pregnant employees, consistent with <Country/Region> law.
Ensure venues and digital platforms meet accessibility standards and provide captioning and screen reader compatibility.
Avoid requirements that could disadvantage shift workers, field workers, or caregivers; provide flexible participation windows.

Health Equity Considerations

Monitor participation and outcomes by location, job family, and other non-sensitive attributes to identify disparities.
Remove barriers by providing no-cost options, equipment-free activities, and access during all shifts.
Provide culturally relevant content, translation, and local partnerships in <Country/Region>.
Engage employee resource groups to co-create inclusive programming.

Risk Management and Safety

Require participants to review a general safety reminder and, if legally allowed, acknowledge a participation waiver for higher-intensity activities.
Provide guidance on safe intensity, hydration, and signs to stop activity; advise employees to consult their healthcare provider.
For on-site events, ensure qualified supervision, appropriate equipment, and first aid availability.
Document and report incidents through the <Company Name> safety reporting process.

Budgeting and Funding

Budget Principles

Align spending with expected impact and participation, prioritize scalable digital options, and leverage existing benefits.
Define annual budgets and monitor monthly burn rates, adjusting activities as needed.

Sample Budget Categories

Category	Description	Annual Budget (Planned)
Vendor platform fees	Licensing for <Vendor Name> wellness platform	<Currency> <Amount>
Incentives and rewards	Premium credits, HSA/HRA contributions, gift cards	<Currency> <Amount>
Communications and events	Campaigns, materials, translations, events	<Currency> <Amount>
Equipment and supplies	On-site equipment, kits, ergonomics aids	<Currency> <Amount>
Evaluation and analytics	Surveys, data integration, analytics support	<Currency> <Amount>
Contingency	Unplanned needs, pilots, scaling	<Currency> <Amount>

Vendor Management

Selection Criteria

Demonstrated outcomes and credible references in similar industries and geographies.
Robust data privacy and security program, including certifications such as <Certification>.
Configurable platform with multi-language support, accessibility features, and API integrations.
Clear service level agreements for uptime, support response, and incident handling.
Transparent pricing, implementation timeline, and change management support.

Due Diligence and Contracting

Conduct security and privacy assessments, including penetration test summaries, data flow diagrams, and subprocessors list.
Execute data protection agreements and country-specific addenda as required.
Specify data ownership, retention, deletion, and breach notification in the contract.

Ongoing Governance

Quarterly business reviews to track KPIs, participant feedback, and service issues.
Annual compliance attestations and updated documentation.
Issue escalation path and remediation timelines.

Implementation Guidelines

Phase 1: Assess

Confirm objectives, scope, and success metrics with stakeholders
Inventory existing benefits, resources, and initiatives to avoid duplication
Analyze employee needs using surveys, claims trends where permitted, and focus groups
Validate country-specific legal constraints and cultural considerations
Develop a preliminary budget and incentive framework

Phase 2: Design

Define program components, eligibility, and incentive rules
Draft privacy notices, consent language, and reasonable alternative processes
Select vendors using a documented scoring methodology
Establish data flows, integrations, and security requirements
Create the communications and change management plan

Phase 3: Build

Configure vendor platforms, branding, and eligibility files
Develop content, training, and help materials for employees and managers
Set up payroll and finance processes for incentive taxation and payment
Finalize legal review and obtain approvals per the Review and Approval section
Pilot test with <Number> employees across diverse roles and regions

Phase 4: Launch

Execute communications campaign and host kickoff events
Enable self-service enrollment via <Portal URL>
Monitor early adoption and resolve issues within <Number> business days
Collect feedback and adjust FAQs or instructions

Phase 5: Stabilize and Improve

Review first 90-day performance against KPIs
Implement enhancements based on data and feedback
Publish quarterly updates to the Governance Committee
Document lessons learned and update guidelines as needed

Measurement, KPIs, and Reporting

Core KPIs

Participation rate: target <Percentage>% of eligible employees within <Number> months.
Sustained engagement: <Percentage>% of participants active in at least <Number> activities per quarter.
Preventive care adherence: <Percentage>% completion of recommended screenings.
Risk factor movement: <Percentage>% improvement in self-reported activity, nutrition, sleep, or stress.
EAP awareness and utilization: awareness >= <Percentage>%, utilization between <Percentage>% and <Percentage>%.
Absence and turnover correlations: track directional trends without attributing causation.
Employee wellbeing index: average score improvement of <Percentage>% year over year.
Program satisfaction: >= <Percentage>% favorable in post-event surveys.

Reporting Cadence and Audiences

Monthly dashboard to Total Rewards and HRBPs.
Quarterly results to Governance Committee with recommendations.
Semi-annual executive summary to leadership.
Annual impact report with methodology, limitations, and next-year plan.

Sample KPI Dashboard Fields

Metric	Baseline	Target	Current	Notes
Participation Rate	<Percentage>%	<Percentage>%	<Percentage>%	Eligible population: <Number>
Preventive Care Completion	<Percentage>%	<Percentage>%	<Percentage>%	Source: <Vendor Name>/Claims
Activity Challenge Completion	<Percentage>%	<Percentage>%	<Percentage>%	Seasonally adjusted
EAP Utilization	<Percentage>%	<Percentage>%	<Percentage>%	Privacy-protected aggregate
Program Satisfaction	<Percentage>%	<Percentage>%	<Percentage>%	Survey N: <Number>

Roles and Responsibilities

Central Roles

Total Rewards maintains program strategy, funding, incentive design, vendor governance, and measurement.
Benefits Operations manages eligibility files, payroll integration for incentives, and administrative processes.
Legal and Privacy advise on compliance, review communications, and execute data protection agreements.
Procurement leads sourcing, contracting, and vendor performance oversight.
IT Security validates technical controls and monitors integrations.
Communications crafts messaging, brand alignment, and multi-channel campaigns.
People Analytics builds dashboards and analyzes program impact.
Finance sets budgets, tracks spend, and validates ROI assumptions.

Local Roles

HR Business Partners tailor messaging, gather feedback, and escalate local issues.
People Leaders encourage participation without coercion and enable time for wellness.
Wellness Champions volunteer ambassadors who promote activities and share resources.
Employees choose programs that fit their goals and participate safely and voluntarily.

Review and Approval Process

Change Control

Draft updates by Total Rewards with input from stakeholders
Legal and Privacy review for compliance and data protection
Governance Committee review and recommendation
Final approval by <Approver Title>
Publication to policy repository and communication of changes

Review Cycle

This guideline is reviewed at least every <Number> months or sooner for regulatory changes, vendor transitions, or program redesign.
Material changes require updated versioning, with prior versions archived for <Number> years.

Compliance Considerations

Non-discrimination: Programs and incentives must comply with applicable anti-discrimination and employment laws in <Country/Region>.
Reasonable alternatives: Provide reasonable alternative standards for outcome-based incentives and communicate availability clearly.
Data protection: Ensure lawful basis for processing, cross-border transfer mechanisms, and vendor obligations per <Law/Regulation>.
Labor relations: Coordinate with works councils or unions where required and observe notice and consultation obligations.
Recordkeeping: Maintain documentation of approvals, communications, vendor assessments, and program evaluations for <Number> years.

Operational Procedures

Enrollment and Eligibility File Management

HRIS exports eligibility files to <Vendor Name> at <Frequency> via secure transfer
Vendor confirms receipt and validates data quality within <Number> hours
Exceptions are reported to Benefits Operations for correction within <Number> business days
Eligibility effective dates follow policy rules and are reflected in incentive eligibility

Incentive Administration

Vendor transmits monthly incentive files to Payroll with employee IDs and amounts
Payroll applies tax treatment per country rules and includes rewards in the next cycle
Finance reconciles incentive spend monthly against budget
Discrepancies are resolved within <Number> business days and communicated to affected employees

Issue Escalation

Tier 1: Employee contacts vendor support at <Vendor Support Email/Phone>
Tier 2: Vendor escalates to Total Rewards within <Number> business hours if unresolved
Tier 3: Governance Committee reviews systemic issues and corrective actions

Glossary of Terms

Aggregated Data: Data combined from multiple individuals to prevent identification of any one person.
De-identified Data: Data that cannot reasonably identify an individual, subject to applicable standards.
EAP (Employee Assistance Program): Confidential counseling and referral services for employees and their eligible family members.
HRA/HSA (Health Reimbursement Arrangement/Health Savings Account): Employer-funded or employee-owned accounts used for eligible healthcare expenses, subject to local plan rules.
PHI/PII (Protected Health Information/Personally Identifiable Information): Information that identifies an individual and relates to their health or identity.
Reasonable Alternative Standard: An alternative path to earn an incentive for individuals for whom a standard is unreasonably difficult due to medical conditions.
Wellness Governance Committee: Cross-functional group overseeing program performance, risks, and compliance.

Appendices

Appendix A: Sample Annual Timeline

Month/Quarter	Activities
Q1	Plan approval, vendor QBR, kickoff challenge, preventive care campaign
Q2	Mental health awareness, ergonomic refresh, midyear KPI review
Q3	Financial wellbeing series, team step challenge, pulse survey
Q4	Tobacco cessation campaign, annual reporting, next-year design

Appendix B: Communication Channels

Email campaigns, intranet pages, and manager toolkits
Digital signage, collaboration platforms, and mobile push notifications
On-site huddles, town halls, and ERG partnerships
Multi-language translations for <Language List>

Communication to Employees and Managers

Welcome to the <Program Name> at <Company Name>. This program is here to support your overall wellbeing across physical, mental, social, and financial health. Participation is completely voluntary, and you choose the activities that fit your goals, schedule, and comfort level. Many options take just a few minutes a day, and you can join from anywhere.

What you can expect You will find a mix of activities such as preventive care reminders, activity challenges, guided mindfulness, financial education, and ergonomic tips for your workspace. If you prefer one-on-one support, confidential coaching through <Vendor Name> can help you set goals and stay on track. Family members may be able to participate in certain programs where available.

Earning rewards You may be eligible to earn rewards like premium credits, contributions to health accounts, or gift cards by completing activities. Examples include completing an annual preventive exam, finishing a short financial learning series, or taking part in a team step challenge. We will always offer reasonable alternatives if a particular activity is not right for you due to a medical condition. Program details and reward amounts vary by location; please check the intranet page for your country.

Your privacy Your personal information is protected. Health information you share with <Vendor Name> is kept confidential and is not shared with <Company Name> except as needed to deliver the program and rewards, and then only as permitted by law. We receive de-identified or aggregated reports to understand how the program is working. You will see a clear privacy notice and consent language when you enroll, and you can stop participating at any time.

How to get started It only takes a few minutes:

Visit <Portal URL> using your work or personal device
Review the privacy notice and consent information
Create your account and set your preferences
Choose one or two activities that interest you and fit your routine
Track your progress and explore additional resources over time

Support for everyone We are committed to accessibility and inclusion. If you need an alternative way to participate or an accommodation, contact <Contact Email> or <Phone>. We offer activities in multiple languages and formats. Managers are encouraged to support team participation by allowing reasonable time for wellness activities during the workweek and sharing program updates at team meetings.

Staying informed Program updates, new challenges, and seasonal campaigns will be shared via email, the intranet, and team channels. Look for announcements around <Date> for our next challenge and an opportunity to earn a bonus reward. You can also subscribe to notifications in your profile settings at <Portal URL>.

Questions and help For help with the platform, activities, or rewards, contact <Vendor Name> support at <Vendor Support Email/Phone>. For questions about eligibility, incentives, or privacy, email <Contact Email>. Your wellbeing matters, and we are excited to support you with tools and resources that are simple, flexible, and designed for you.

Important reminders

Participation is voluntary and has no impact on your job, performance reviews, or pay decisions.
Always choose activities that are safe for you. If you have health concerns, talk with your healthcare provider.
If you use a wearable device, you can participate without sharing detailed health data by manually logging activities in the platform.
Rewards may be taxable depending on your country; details will be provided when rewards are issued.

Thank you for being part of our wellbeing community at <Company Name>. Small steps add up, and we are here to help you take them.

Document Information:

Document Type: Wellness Program Guidelines
Category: Benefits & Wellness
Generated: August 25, 2025
Status: Sample Template
Next Review: <Insert Review Date>

Usage Instructions:

Replace all text in angle brackets < > with your company-specific information
Review all sections for applicability to your organization
Customize content to reflect your company's policies and local regulations
Have legal and HR leadership review before implementation
Update document header with your company's version control information
At bottom of the document you find a short example on how the content could be communicated to end-users, for instance employees.

This sample document is provided for reference only and should be customized to meet your organization's specific needs and local legal requirements.