A human resources (HR) policy manual promotes equitable and consistent human resource policies without regard to race, color, religion, gender, age, national origin, disability or political affiliation. The HR policy manual provides the basic tools and resources needed to administer the human resource program.

The goal of the manual is to ensure fair and consistent application of all of the organization's policies. Organizations should give employees appropriate training during orientation regarding the policies and employees should have access to the policies and receive notices when the organization adds new policies or revises old policies. The organization should provide consistent policy interpretation to all employees. The following items should be included in your HR policy manual, when applicable.

Hiring Policies
Typical HR policy manuals contain information about hiring and placement, temporary or regular placement of individuals, drug and substance abuse testing of applicants for employment, interviewing policies and procedures, offer of employment, procedures for new employees, reinstatement of former employees, transfer policies, and reimbursement of travel expenses for employment and relocation.

Employment Practices
Employment practices typically include conditions of work and personal conduct; performance review guidelines; responsibility of supervisors; complaint and grievance procedures; and conflict of interest policies. The employment practices section should include information about employee development resources, including training and development and educational assistance, as well as information about personal assistance programs. It should also cover relationships with the community and public and the company’s policy on sexual harassment, workplace harassment and workplace violence.

Various employee conduct policies should be covered in the employment practices section. The organization should disclose its policies regarding the use of alcohol and other substances on and off the job; smoking policies; insurance plans; hours of work attendance. It should also cover rules for probation and probationary periods; standards of conduct; telecommunication and Internet use policies; workplace violence; layoff policies; corrective discipline; wage garnishment; loss or damage to work and personal property; workman's compensation; unemployment insurance; and canvassing, solicitation, and leaflet distribution on the job.

Records Policies
Records policies includes information about the management, retention, and disclosure of personal records, including time and attendance records and performance reviews.

Vacation, Time Off, and Leave Policies
Your manual should include information about company paid holidays, vacation, sick leave and personal time policies. Make sure you discuss your company’s provisions for extended sick leave and family leave; military leave and National Guard and Civil Defense leave; medical leave and maternity leave; educational leave; bereavement leave; jury or witness duty; leave of absence without pay; and time off for industrial accidents and worker's compensation, if applicable.

Pay Policies
The pay policy section should include information about shift differential; overtime pay; making time up and compensatory time off; implementing changes in employment status; lateness; emergency closings and early release, as well as special holiday closings; meal pay; temporary work assignments; and the supervisor's responsibility in payroll matters.

Termination Policies
Termination policies include information about retirement; time off for lack of work or funds; termination for poor performance or failure to comply with the organization's policies; and termination procedures and separation policies.

Labor Relations Policies
These policies may or may not be applicable to your business, as few small businesses work with unions. However, if your business does, you should include information about collective bargaining and relations with union representatives; official union membership elections and unions representing employees.

Wage and Salary Policies
This topic includes information about pay scales and performance reviews. The policy may include relocation incentives, moving expenses and transfers. Organizations typically have separate HR policy manuals for salaried employees and hourly employees.