But many companies either fail to produce a written set of policies, or what they do have is incomplete and out-of-date.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.
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).
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.
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:
1. Who is responsible?
In many companies, human resources staff are responsible for reviewing policies and updating them. In smaller companies the senior managers may be responsible for updating policies. Because company HR policies must comply with relevant legislation and regulations it’s a good idea to have them reviewed by an attorney periodically, as well.
2. What to review?
Review all policies to ensure they are still relevant and up to date. A policy regarding manual time sheets collected by supervisors would be no longer relevant if your company has installed an automatic electronic attendance system, for example. You should also review for compliance to legislation and regulations, review HR policies for current practices and procedures, and current products and services.
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.