25 Common (and Critical) HR Policies To Have in Place in 2024
HR strives to develop well-defined HR policies that provide employees with structure and clarity around expectations related to workplace conduct, standards, and parameters. In addition to guiding employees and leaders about what’s expected of them, HR policies can help ensure that the company’s workforce is treated consistently and help minimize legal risks. Policies vary by company size, industry, and location.
Having a clear set of HR policies and procedures allows managers and HR to make decisions based on business reasons and objective criteria rather than personal reasons, biases, or prejudices. Not having clear and transparent policies can eventually lead to misunderstandings and potential issues, so it’s important for companies to be proactive and make policy development a priority.
This article explains HR policies, why they’re important, and provides examples of 25 HR policies to have in the organization.
Contents
What is an HR policy?
Why are HR policies and procedures important?
25 HR policy examples
How to write an HR policy
What is an HR policy?
HR policies are formal, written guidance on how various employment-related issues, challenges, and opportunities should be handled in the workplace. Each separate HR policy typically addresses one topic and includes a description of the topic, to whom the policy applies (e.g., all employees, part-time employees, full-time employees, exempt, non-exempt, etc.), general guidance around standards and expectations for managers and employees, and who oversees the policy administration.
It also includes reporting procedures for employees and consequences for policy violations. HR policies may also include supplemental HR procedures or standards that provide more specific or step-by-step details on policy expectations and administration. Again, HR policies differ by company, industry, state, and country, and they are typically included in a company’s employee handbook, standard operating procedures, and company intranet.
Why are HR policies and procedures important?
HR policies and procedures are important because they provide clarity and specific guidance to the company’s workforce on what they need to comply with and how to handle a variety of employment issues. It’s important that policies address the broad spectrum of employment topics and matters and that issues are handled promptly and appropriately.
For example, a policy violation that occurred in June should not wait to be addressed until months later. While some time may be needed to research and investigate a possible policy violation, every effort should be made to address the issue and take any necessary actions as soon as possible. Doing so supports company policy and reduces potential misunderstandings between employees and managers. Timely response and resolution can also help mitigate legal risks to the company.
Additionally, HR must ensure all employees are aware of and even trained on their HR policies. Employees are expected to comply with all company policies, but they need to be made aware of what those policies are.
Companies may also periodically be audited on their HR policies by outside agencies to ensure compliance. If an employee files an employment-related claim that alleges discrimination or harassment, then the agency that enforces those laws (like the Equal Employment Opportunity Commission or “EEOC”) will most likely ask for a copy of applicable company policies as part of their investigation.
Policies are not intended to be punitive. Rather, they help define and support the company’s overall HR strategic vision. Several important functions of HR policies and procedures include:
- A mechanism to help document, communicate, and administer company-wide standards
- Help ensure that policy issues or questions are handled in a timely and sensitive manner
- Provide guidance, fairness, transparency, and consistent treatment in employment decisions
- Ensure compliance with federal, state, and other applicable laws and regulations and provide protection against employment claims
- Address employees’ complaints and grievances and define for employees how they can report issues.
25 HR policy examples
Following are some examples of common and critical HR policies, along with a brief description of each:
1. At-will employment policy statement
Employees are hired and employed “at will,” which allows both the employer or the employee to terminate the employment at any time, as long as the reason is lawful.
This policy is widely practiced in the United States and may have varying regulations on a state-by-state basis. It is essential to note that while an employer may end the employment relationship for any reason, it should not be based on any discriminatory motive such as gender, age, race, or religion.
An at-will employment policy provides both the employer and employee with flexibility, and it is essential to familiarize oneself with state-specific regulations to avoid any unfair practices.
2. Non-discrimination policy
A non-discrimination policy is an essential aspect of any workplace. It is a formal statement or set of guidelines that clearly communicates an organization’s commitment to treating all individuals fairly and equally, irrespective of specific protected characteristics or attributes.
Discrimination under the law refers to any unfavorable treatment or action taken against an individual or group based on their membership in a protected class. This includes hiring, promotions, pay, work assignments, work schedules, and terminations. Such practices are illegal and can result in serious consequences for the employer.
This policy is important for promoting diversity, equity, and inclusion within your organization and ensuring that the business complies with relevant anti-discrimination laws and regulations.
3. Anti-harassment policy
An anti-harassment policy is crucial to ensure a safe and comfortable work environment for employees. Harassment can be defined as any unwelcome conduct that violates an individual’s dignity or generates an intimidating, hostile, degrading, humiliating or offensive environment. This behavior can be both sexual and non-sexual.
The anti-harassment policy should provide guidelines on the reporting of harassment to HR. It is also essential for HR to ensure that employees feel comfortable reporting harassment and that they investigate any claims and allegations seriously and appropriately.
4. Retaliation
Retaliation is a term that refers to any adverse action taken by an employer against an employee who has reported a violation of workplace policies or laws. Forms of retaliation can include termination or dismissal, exclusion or isolation, hostile work environment, falling to promote or any other discriminatory treatment.
Some countries’ laws prohibit employers from retaliating against their employees. Employees who feel they have been retaliated against can take advantage of various reporting options, such as filing a complaint with Human Resources or taking legal action in a court of law.
HR must have a retaliation policy in place to protect employees who exercise their rights and responsibilities within the workplace and promote ethical workplace behavior. Enforcing such policies can help promote a safe and fair work environment for everyone involved.
5. Social media policy
In today’s digital age, social media has become integral to business and our personal lives. However, it’s important for companies to create and enforce social media policies that protect the reputation of the company while providing guidance on company accounts.
In research conducted by Pew Research Center, around half of all full-time and part-time workers (51%) stated that their workplace enforces rules on social media usage while working. Additionally, 32% of workers indicated that their employers have guidelines on how employees should present themselves on the Internet as a whole, with 63% indicating that their employer does not enforce such policies.
Ultimately, social media policies can help prevent any negative impact on the company’s reputation and safeguard against any legal liabilities that may arise. By having a clear and concise social media policy, employees can better understand how to represent the company on social media platforms, allowing for a positive and engaging online presence.
6. Remote work policy
As companies increasingly adopt hybrid or fully remote working arrangements, it is crucial to establish comprehensive remote work policies. These policies help to maintain employee productivity and prevent potential burnout. According to a study conducted by Buffer, 63% of remote workers feel compelled to check emails on weekends, with 34% doing so even while on vacation. An additional 48% indicated that they often work outside of traditional work hours, while 44% reported working more this year compared to previous years.
If your company offers remote work options, it is important to have well-defined policies that facilitate efficient work for both managers and employees. For instance, Microsoft has urged teams to schedule after-hour messages to be sent within office hours. Additionally, your remote work policy should establish clear expectations regarding the frequency of working from home and the need for in-office presence.
7. Workplace violence policy
A workplace violence policy is an essential component of any well-functioning organization. Instituting a zero-tolerance approach towards the issue is paramount, but defining what constitutes instances of workplace violence and what items are classified as weapons is equally important.
Prohibited behaviors should also be clearly outlined, and employees should be educated on the potential disciplinary measures if they are found to be violating the policy. By having a comprehensive workplace violence policy in place, employers can ensure the safety and wellbeing of all their workers, creating a healthy and productive working environment for everyone involved.
8. Drug and alcohol policy
The drug and alcohol policy is essential to any workplace safety program. It establishes the rules and expectations regarding substance use and abuse among employees. The policy must specify the procedures for testing, which may include random testing, post-incident testing, and reasonable suspicion testing. Consequences for violating the policy should also be clearly outlined.
Depending on the industry, additional policies may be necessary for CDL drivers and other DOT-enforced work. It is vital to consider special considerations in these circumstances to ensure the safety of everyone involved.
9. Recruiting and hiring policies
Recruiting and hiring policies serve as a guiding principle for organizations while hiring the most suitable candidates for specific job roles. Hiring and selection policies should be carefully designed, with clear guidelines in place, to ensure that the organization only employs candidates whose education, experience, and skills match the job requirements.
In addition to this, document retention policies play a crucial role in maintaining complete employment records after the hiring process is complete. By documenting the hiring process and retaining the relevant documents for future reference, employers can ensure both legal compliance and a smooth onboarding experience for new employees.
10. Compensation policy
The compensation policy describes the various pay classifications, such as full-time, part-time, exempt and non-exempt employees and how those classifications are determined.
Include information on internal equity, overtime pay, bonuses, merit increase parameters, per diem, hazard pay, and any other industry-related pay components in your policy.
11. Workplace injury reporting
Define the company’s safety and emergency policies and procedures. Communicate the importance of work-related injuries being reported quickly, as well as any other applicable reporting processes and procedures under the law.
12. ADA reasonable accommodation
The Americans with Disabilities Act’s (ADA) reasonable accommodation provision is vital for ensuring equal employment opportunities for job applicants and employees with disabilities.
Define the process for initiating accommodation requests under the Americans with Disabilities Act (ADA), including the company process for reviewing accommodation requests, approvals/denials, both for hiring and job duty considerations. Also, include how reasonable accommodations are defined under the law.
13. Religious accommodations
Religious accommodations are a necessary aspect of ensuring equal treatment for all employees in the workplace. If an employee requires an accommodation due to their religious beliefs or practices, it is important that HR ensures they understand the process for requesting one.
Under the law, employees are entitled to request a religious accommodation from their employer. HR must review the request and determine whether the accommodation is reasonable and feasible. Your religious accommodations policy should explain the requesting process. This may involve filling out a formal request form, meeting with HR or their supervisor, and providing documentation to support their request.
14. Discipline policies
The process for employee discipline should involve a well-defined documentation system that outlines the various levels of disciplinary action and their corresponding duration. The aim of this process is to ensure that there is a consistent and fair approach to addressing any employee misconduct.
Additionally, there should be clear notification procedures in place to inform the employee of the disciplinary action taken against them. Lastly, an appeals process should be available to ensure that employees have access to recourse if they feel that disciplinary action was unwarranted.
15. Dress code policy
Companies should be clear about the applicable dress codes, whether they be specific uniforms or general guidelines. These dress codes may apply within the property of the company and also outside of the workplace when representing the company.
16. Attendance policies
These policies typically outline the steps an employee should take when they have an unscheduled or scheduled absence, as well as what to do if they are running late for work.
To ensure the smooth functioning of the organization, it is essential to put proper attendance policies in place, with clearly defined consequences for excessive unexcused absenteeism. By doing so, employees understand the importance of being present and accounted for, and they can contribute to a healthier, more productive working environment.
17. Tardiness
Outline expectations for reporting to work on time and notification process for tardiness. Define the consequences in the event of excessive tardiness.
18. Leave policies
It’s essential that employees understand how to request extended time off for various types, such as personal leave, sick leave, FMLA leave, and military leave. Not only does this help ensure that everyone is on the same page, but it can also help reduce stress and uncertainty for employees who may be dealing with difficult situations.
By having clear and concise guidelines in place for requesting leave, employees understand the process of applying for the right type of leave.
19. Bereavement leave policy
Bereavement policies can be incorporated in your general leave policy section or as a separate entry for compassionate leave. Define how many bereavement days are available and what the definition is of an “immediate family member.”
20. Meals and break periods
Create transparency about meals and break periods to ensure that employees are well-informed and can plan their workday efficiently.
Your policy should state the duration of meal and break periods and the number of breaks an employee is entitled to. Not only is it a good practice to have a formal policy in place, but it is also a legal obligation for some businesses. By listing your break policy, you can promote a healthy work environment that values the wellbeing of your employees.
21. Nepotism policy
Outline the process for hiring family members within the same department, organization, or reporting structure.
22. Immigration policy
Under the Form I-9 process, employers are required to verify the identity and work authorization of every employee they hire, regardless of whether they are a US citizen or not.
This includes completing a Form I-9 for each new hire, which requires documentation of identity and work eligibility. Your policy should outline work authorization and identity (Form I-9) process and requirements under the law.
23. Supplemental workforce policy
Define what constitutes a supplemental worker (temp, contractor, etc.) and the processes and approvals needed for hiring them. This is a critical policy as companies continue to use supplemental workers, and the trend is growing.
According to Forbes Advisor, 35% of the current workforce comprises freelancers or contractors.
24. EEO policy
An equal opportunity employer policy confirms the company’s commitment to complying with the federal laws enforced by the EEOC, which prohibit discrimination against job candidates or employees based on protected characteristics such as:
- Race
- Sex
- Age
- Religion
- Disability
- National origin
- Color
- Genetics.
25. Electronic communications policy
Define expectations on appropriate use of company electronic resources such as email, IM tools, confidential electronic records, etc. Clarify that the company has the right to monitor the use of any company property, which includes computers, internet usage, etc.
How to write an HR policy
- Establish clear language: When drafting HR policies and procedures, it is critical that the language used is clear and easily understandable. Clear language helps reduce confusion and ambiguity, allowing for a more consistent policy interpretation. It also helps avoid misunderstandings and potential legal issues. When writing policies, use simple language that can be easily understood by all employees.
- Provide examples: Providing examples of how a policy should be interpreted can help ensure consistency in its implementation. For example, if the policy states that employees must take their vacation time within a certain period of time, provide an example of what this might look like in practice (e.g., “Employees must take their vacation time within 12 months of earning it”).
- Use resources: There are many resources companies can refer to when drafting policies. Organizations such as the Society for Human Resources (“SHRM”), Indeed, and LinkedIn contain helpful information, as well as HR policy examples and templates. These resources can be used as a starting point when drafting HR policies.
- Allow flexibility: Policies are usually written in more general terms so they can’t cover every possible scenario that could potentially fall under the policy. This allows for some flexibility in policy interpretation. Questions on interpreting a policy or identifying policy precedents should be directed to the Human Resources department.
Essential elements of an HR policy
The main components of an HR policy should include:
- Purpose
- Policy Statement
- Scope
- Actions and Responsibilities
- Definitions
- Policy Owner
- Related procedures
- Effective Date
- Latest Review Date
- Approval
- Accessibility (ensuring employees access to all policies via handbook intranet or employee training and acknowledgment).
Key takeaways
In summary, HR policies are integral to a company’s overall operations and HR strategy. They provide a company’s workforce with a “roadmap” on how to navigate various employment-related issues, opportunities, and challenges, and often include supplemental and more detailed procedures.
Companies must be proactive in developing policies and updating them as needed based on any changes in the law and the company initiatives and environment. Development of policies is often a collaborative effort between human resources and legal, as well as any other key players of the particular policy.
Policies are only effective if employees are aware of them. It’s the company’s responsibility to communicate and even train the workforce on its policies. Not only does this help employees understand what’s expected of them and the various reporting options, but it helps protect the company if any issues arise.
FAQ
The main function of HR policies is to provide definitions, expectations and parameters on how various employment-related issues, challenges, and opportunities will be handled, as well as minimize legal risks to the company.
There are many federal laws that policies must address, such as discrimination, harassment, hostile work environment, ADA, FMLA, just to name a few. State laws vary by state, so companies must determine which state laws require a policy. It’s also critical that companies update their policies as needed. The number of employees a company has can also determine whether some policies are needed.
Most core HR policies include any policy required by law, as well as time off policies, such as sick time, vacation time, leave of absence, disciplinary policies, and compensation policies. Remember that HR policies vary by company size, industry, and location. Policies need to be reviewed and updated as needed, and HR policies should be easily accessible to the company’s workforce.
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