Handbook Policy Updates to Consider This Year
Last Updated on March 26, 2026 / HR Compliance, HR Strategy
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Consider these top additions or updates:
1. Hybrid Office Expenses
Do you offer a hybrid working model? Are your employees part of the one in five workers, according to Forbes, who have some type of hybrid / flexible work arrangement? If so, you may have already created policies and procedures to account for this approach. But do those policies include expenses and additional coverage for home offices?
While many organizations have offered to cover certain expenses (even after employees have the option to return to the office full-time), a best practice is to outline and define what home office equipment, supplies, internet, and other costs you may be willing to cover. Ensuring clear communications in your handbook around this policy may be a timely update to keep you and your team on the same page and budget.
2. Appearance/Dress Codes
When was the last time you updated your appearance and dress code? Depending on your client-facing activities, your industry, and your day-to-day needs, you may not need to outline exactly what employees can or cannot wear. That being said, it’s crucial to ensure that any guidance or expectations that you provide aren’t discriminatory.
We recommend having your attorney review your policy to see that it outlines your necessary guidelines while providing an opportunity to express inclusivity in religious and cultural dress, gender neutrality in appearance and dress, and respect for hairstyles that may have cultural significance as referenced in the CROWN (Create a Respectful and Open World for Natural hair) Act.
3. Legal and Illegal Drug Policy
Does your drug and alcohol policy need to note specific expectations surrounding the use of marijuana – which is now legal in many states? There may be new verbiage you’ll want to add surrounding marijuana testing and/or use. Consider a refresh to your policy for expectations and actions surrounding all types of impairments in the workplace.
4. Pregnant Workers Fairness Act and PUMP Statement
This addition informs employees that your organization will make reasonable accommodations during and post-pregnancy and follows the 2023 PUMP Act to allow milk expression breaks as needed.
5. Relationships in the Workplace
According to a new Society for Human Resources Management (SHRM) Survey: Workplace Romance, over 47% of U.S. workers are in a workplace romance or have been before. This is no surprise since we spend so much time at work! Additionally, if you encourage employee hiring referrals (a great way to get known talent), you may have more family and spouses working together.
Most companies follow relaxed guidelines on relationships and welcome related employees – especially in this tight labor market. In any case, consider adding statements and practices (such as consensual relationship agreements) that best meet your organization’s views and culture on this, but that clearly set guidelines for respectful boundaries and limiting prevention of harassment.
6. Harassment / Anti-Discrimination
Speaking of romance in the workplace, don’t forget to make sure your harassment and anti-discrimination policy is up to date. Consider updated definitions of harassment that cover virtual, remote, and digital interactions. And as always, be sure to include protections against retaliation and have clear reporting procedures.
7. State and Local Addendums
Annually, we see many newly passed state and local laws for inclusion in your handbook. Those range from leave laws, non-competes, pay transparency, and others – often differing by state, city, and town. Sometimes it makes sense to take the most restrictive rule you must follow in one location and expand it to all locations. Other times, you can explain that employees who work in jurisdictions with different or more rules will receive a supplemental handbook. When in doubt about any new applicable laws, we recommend consulting your attorney.
8. Artificial Intelligence (AI) Acceptable Use Policy
As AI becomes common, be sure you are including this policy that defines acceptable usage, data privacy, and ethical requirements when using AI tools in the workplace. Be sure to:
- Express employee’s responsibility for AI-generated output,
- Prohibit the input of confidential company data, and
- Specify that AI cannot be used for discriminatory decision-making.
9. Pay Transparency and Compensation Policy
Many states and municipalities have enacted policy surrounding pay transparency. In response to these growing regulations, employers shout outline their own policy surrounding compensation policy and practice. Although federal law doesn’t require most employers to have written pay transparency policies, having a written policy can help an employer set wage-related expectations for employees, promote pay equity among employees, and potentially limit employer liability.
Thank you to Andrea Whalen, Senior HR Business Strategist, for contributing to this edition of our HR Question of the Week.
As the workplace landscape continues to evolve, employee handbooks and policies must evolve with it. Clark Schaefer Strategic HR can help you update and revise your handbook to ensure that it is compliant and reflects the environment your organization operates within. To learn more, request a free handbook consultation today.
