Accuchex Blog

California Labor Laws and Your Company HR Policies

Posted by Tristan Ruhland on Sep 1, 2015 9:57:59 AM

california-labor-laws-and-your-company-policiesA company policy is a statement that defines a business's approach to personnel issues and procedural processes. Many of these derive from the continual need to implement policies based on new labor laws. A company policy manual is a comprehensive explanation of the company's rules for employee conduct and it tells employees what is appropriate behavior in your workplace. 

But many companies either fail to produce a written set of policies, or what they do have is incomplete and out-of-date. The new year is a great time for reviewing and revising - or creating - your company policy manual and, in particular, the company's HR manual.

New Labor Laws and Your Company HR Policy Manual

For employers, there is another perhaps more compelling reason for developing and having a definitive company HR policy manual, and that is the ever-changing landscape of California labor laws. In addition, according to Wikipedia:"Federal and state laws and the growing number of cases of employee related litigation against management strongly suggests that a written statement of company policy is a business necessity for firms of any size."

Examples of litigation against a company stemming from employee actions are the release of a customer's private information and,of course, the actions of one employee against another; sexual harassment being this type of offensive employee conduct. This does include discrimination suits brought against employers by the the United States Equal Employment Opportunity Commission (EEOC).

Is your company HR policy manual up-to-date today?

A company’s policy manuals are the blueprints for internal operations. They are written guides for how the company interacts with employees and runs its business. HR policies can cover all aspects of what a business expects from employees, such as attendance, safety rules, legal compliance with employment laws, facilities management, and dress codes.

HR policies are guidelines that define company rules and procedure, and the consequences for not following them. And policy manuals should be regularly reviewed and updated when necessary. 

One of the most important aspects of any HR policy manual is that it is up-to-date.

Laws change, new issues arise, and the manual must be updated and kept current. And if your handbook is in multiple languages, each version needs to be updated, as well.

It's time to review and revise

Every company should make it a standard procedure to review and update their company HR policy manual at least once each year. With the inevitable changes in labor laws, both state and federal, it should be seen as a mandatory policy to revise and update your policies.

There are three main questions that must be answered in the implementation of this process:

3. How to revise?
HR policy manuals are typically produced as paper copies of written policies put together in either binders, or printed as book-bound publications. However, many companies post their manuals in digital formats that employees can access on their computers.
A great approach is to keep your original copies intact, and categorize your updated revisions with a numbering system so that your changes are documented and dated. These updates are then made to the digital version for distribution to all involved so they are informed of the policy change.
A signed acknowledgement of receipt of the updated policy can be required, if you feel this is needed.

Keep Your Managers and Employees Informed and Your Company Protected

Company policies reinforce and clarify the standards expected of employees and help employers manage staff more effectively by defining acceptable and unacceptable behavior in the workplace. And an HR policy manual that is comprehensive and up-to-date will provide the documentation for businesses faced with possible litigation arising from employee disputes.

If you have questions regarding this, or other HR issues and practices, let us help you in managing your HR needs, payroll processes, and staying on top of compliance demands. Get your Free Download: Payroll Outsourcing Guide to help you make an informed decision or call Accuchex Payroll Management Services at 877-422-2824.


Free Download: Payroll Outsourcing Guide

Subscribe to the Accuchex Blog