Hr policies and procedures

HR Policies and Procedures: A Compliance-Focused Guide for Employee Handbooks (SwiftSDS)

If you’re searching for HR policies and procedures, you’re likely trying to answer two practical questions: What policies should we have in writing? and How do we keep them compliant as laws change? This SwiftSDS guide breaks down essential HR policies, how to structure human resources policies and procedures, and what compliance checkpoints to build into your employee handbook so your workplace rules are consistent, enforceable, and aligned with labor law requirements.

For broader handbook framing and tone, start with SwiftSDS resources on employee guidelines and manager-facing employer guidance.

What “HR policies and procedures” means (and why it matters)

HR policies are the “what” and “why” (your rules and expectations). Procedures are the “how” (step-by-step instructions for employees and managers to follow those rules consistently). Together, human resource policies reduce risk by:

• Creating uniform expectations across teams
• Supporting fair, documented decision-making
• Helping meet wage/hour, leave, safety, and anti-discrimination obligations
• Strengthening your defense if a complaint, audit, or lawsuit occurs

A strong HR management policy framework also helps train supervisors, prevent inconsistent discipline, and reduce avoidable disputes around pay practices and workplace conduct.

Core compliance areas to cover in your human resources policies and procedures

Wage and hour policies (FLSA and state wage laws)

Most handbook risk comes from wage/hour mistakes—especially misclassification, off-the-clock work, and overtime errors. Your human resource management policies should clearly address:

• Workweek definition and timekeeping rules
• Overtime authorization (and a reminder that unauthorized overtime may be disciplined but must still be paid)
• Meal/rest break rules where required by state law
• Travel time, training time, and remote work time tracking
• Payroll deductions and paydays (often state-specific)

Compliance reference: The federal Fair Labor Standards Act (FLSA) is a baseline for minimum wage, overtime, and child labor. Many employers also must post FLSA notices, such as Employee Rights Under the Fair Labor Standards Act (and, for public employers, Employee Rights Under the FLSA – State and Local Government). If you have Spanish-speaking employees, consider the Spanish version: Derechos de los Trabajadores Bajo la Ley de Normas Justas de Trabajo (FLSA).

For location-specific posting rules and state overlays, see Federal (United States) Posting Requirements and your state page (e.g., California (CA) Posting Requirements or Ohio (OH) Labor Law Posting Requirements).

Equal employment opportunity, anti-harassment, and discrimination prevention

These human resource policy examples should be prominent, plain-language, and easy to report under. Include:

• Equal Employment Opportunity (EEO) statement
• Anti-harassment policy (including sexual harassment)
• Clear reporting channels (more than one reporting option)
• Non-retaliation commitment
• Investigation process outline and confidentiality expectations

Compliance reference: Federal protections may apply under Title VII, ADA, ADEA, and others—plus state agencies often impose additional requirements. For Massachusetts employers, a relevant notice is Fair Employment in Massachusetts.

Leave, attendance, and accommodations

At minimum, your hr guidelines should explain:

• How to request time off and how approval works
• Attendance expectations and call-in procedures
• Medical leave and job protection basics (where applicable)
• Reasonable accommodation process (disability, religion, pregnancy-related needs, etc.)

Avoid promising more than you can deliver. Write policies to allow flexibility while still setting consistent rules (especially around documentation, scheduling, and return-to-work steps).

Workplace safety, reporting hazards, and injury response

A handbook isn’t a full safety program, but it should clearly state:

• Employees’ duty to follow safety rules and report hazards
• How to report an injury and when to seek medical treatment
• Anti-retaliation for safety reporting
• Drug/alcohol and impairment rules (if applicable)

Compliance reference: Some jurisdictions require specific safety postings. For example, Massachusetts public-sector workplaces may need Massachusetts Workplace Safety and Health Protection for Public Employees.

Examples of HR policies to include in an employee handbook

Below are examples of HR policies most employers should consider, even in a small business handbook. Tailor to your industry, workforce, and jurisdictions:

H3: Hiring, classification, and employment status

• At-will employment statement (where applicable)
• Introductory/probationary period (if used)
• Employee classification (full-time/part-time/temp; exempt/non-exempt—avoid overexplaining legal tests)

H3: Standards of conduct and discipline

• Code of conduct and professionalism
• Progressive discipline framework (keep discretion language to avoid contractual promises)
• Workplace violence prevention and reporting

H3: Technology, confidentiality, and social media

• Acceptable use of company systems
• Monitoring and privacy expectations
• Confidential information and trade secret protection
• Social media guidelines tied to respectful conduct (ensure compliance with labor law protections around concerted activity)

H3: Remote work / flexible work

• Eligibility criteria and approval process
• Timekeeping expectations for non-exempt employees
• Equipment, security, and expense reimbursement rules (often state-specific)

If you’re refining how rules are communicated to employees, SwiftSDS’s employee guidelines resource can help align tone and clarity with compliance needs.

How to write HR policies that hold up in real audits and disputes

1) Separate “policy” from “procedure”

A clean format improves compliance. Example structure:

• Policy: “Employees must accurately record all hours worked.”
• Procedure: “Use the timekeeping system daily; report missed punches within 24 hours; managers must approve edits; off-the-clock work is prohibited.”

2) Avoid accidental contracts

Use clear disclaimers (especially for at-will employment, discipline, and benefits). Overly rigid language (“will,” “always,” “guaranteed”) can create expectations you can’t meet.

For additional drafting guardrails, review SwiftSDS employer guidance so manager practices match what the handbook promises.

3) Build location-specific addenda

Multi-state employers should use a core handbook plus state addenda to handle differences in wage statements, breaks, paid leave, and posting rules. Link your internal compliance checklist to state requirement pages like California (CA) Posting Requirements or county/city pages such as Harford County, MD Labor Law Posting Requirements.

4) Train managers on the “why” and the “how”

A policy is only as consistent as the supervisor enforcing it. Document training and keep acknowledgments.

If you use forms in your onboarding packet, maintain a consistent process for distributing and replacing documents—SwiftSDS also covers workflows like employees should request a blank to help standardize employee requests and reduce version-control issues.

Compliance checkpoint: handbook policies + required labor law notices

Handbooks and labor law posters work together: the handbook sets internal rules; posters provide legally required notices. As you update human resources policies and procedures, verify you also meet posting obligations for your jurisdiction and workforce type (private, public, agriculture, etc.).

Examples of commonly relevant notices include:

• Employee Rights Under the Fair Labor Standards Act (general)
• Employee Rights Under the FLSA – Agriculture (agricultural employers)
• Massachusetts-specific wage/hour notice: Massachusetts Wage & Hour Laws

For a starting map of what applies where, see Federal (United States) Posting Requirements.

FAQ: HR policies and procedures

What’s the difference between HR policies and HR procedures?

HR policies state expectations and rules (e.g., attendance, harassment, overtime). HR procedures provide the steps to follow (who to notify, timelines, forms, approval path). Strong compliance programs document both.

How often should we update human resource policies?

At least annually, and any time a major law changes in a state where you operate (pay transparency, paid leave, break rules, discrimination protections, posting updates). Also update after internal changes like new timekeeping systems or remote-work expansions.

Do we need different HR policies for each state?

Often, yes. Many employers keep one core handbook plus state addenda. Start by reviewing state requirement pages like California (CA) Posting Requirements or Ohio (OH) Labor Law Posting Requirements, then align handbook language with those obligations.

When you’re ready to operationalize these hr policies and procedures, use SwiftSDS resources on employee guidelines and employer guidance to keep your handbook both readable and legally durable.