HR Policy

Policy vs procedure

The two terms are often bundled as "HR policies and procedures", but they do different jobs.

• A policy says what the rule is and why: "Employees must report an absence before the start of their shift. Three no-call no-shows are treated as job abandonment."
• A procedure says how to follow it, step by step: which number to call, by what time, what the supervisor logs, who approves.

Keep them separate where you can. Policies change rarely and often need legal review; procedures change whenever systems or org charts change. A detailed procedure for an HR task is usually written as a standard operating procedure.

Common HR policies (US)

Most mid-size and large US employers maintain policies covering:

• Equal employment opportunity and anti-discrimination
• Anti-harassment and complaint procedure, with a no-retaliation commitment
• Reasonable accommodation (disability, pregnancy, religion)
• At-will employment statement where applicable
• Attendance, punctuality and call-off rules
• Hours, overtime, timekeeping and meal/rest breaks
• Pay practices: pay periods, direct deposit, payroll errors
• Leave: PTO, sick leave, FMLA, state family and medical leave, jury duty, military leave
• Code of conduct and conflicts of interest
• Discipline
• Drug and alcohol use
• Workplace safety and violence prevention
• IT, data security, social media and monitoring
• Remote and hybrid work
• Travel and expenses

Behavioral standards are often grouped in a code of conduct, and most policies are gathered in the employee handbook.

Which policies are legally required

Federal law requires relatively few written policies, but several matter. If a covered employer has an employee handbook, the FMLA regulations require it to include FMLA information. Some states go further: California requires a written harassment, discrimination and retaliation prevention policy, and New York requires every employer to adopt a sexual harassment prevention policy that meets state standards. Paid sick leave laws in many states and cities require written notice of employee rights. Even where a policy isn't required, a clear written anti-harassment policy with a working complaint process is central to defending harassment claims.

The National Labor Relations Board reviews whether work rules could discourage employees from discussing wages and working conditions, so confidentiality, social media and civility policies need careful wording. Requirements vary by state, city and country.

How to write an HR policy

1. Define the purpose and scope: who it covers (all employees, hourly only, one state).
2. State the rule plainly, at a reading level frontline staff will understand.
3. Give examples where the rule is open to interpretation.
4. Explain the consequences of not following it, and who decides.
5. Name the owner and a contact for questions.
6. Add the effective date and version number.
7. Get legal review for anything touching pay, leave, discipline, monitoring or termination.
8. Train managers before launch; they apply the policy every day.

Avoid promising things you can't guarantee. "Employees will receive three warnings before termination" can undermine at-will status and create claims when you skip a step.

Multi-state and high-volume considerations

Employers with sites in many states face different leave, final pay, scheduling and break rules. The common approach is a core policy set that applies everywhere, plus state supplements. Contact centers and distribution centers also need policies that work at shift level: how call-offs work at 4am, how overtime is offered fairly, how attendance points accrue and expire.

Translate key policies for the languages your workforce reads, and get dated acknowledgments for policies you may enforce through discipline.

Keeping policies current

Review every policy at least annually, and immediately when a law changes. Keep a version history so you can show which version applied on a given date. Retire outdated policies explicitly; a policy that nobody follows but is still published is evidence against you in a dispute.