Human Resources Policies

1. What are Human Resources Policies (HR Policies)?

HR policies are a set of guidelines and rules for how a wide range of issues should be handle in the workplace. These policies are to ensure consistency, fairness, and compliance with legal requirements in various aspects of the employment relationship. HR policies cover a wide range of topics, including dress code policy, overtime policy, and employee smoking policy, leave policy and insurance policy.

a. What is Dress Code Policy?

Dress code policy is a set of guidelines or rules established by an organization that outlines the expected attire and appearance of employees in the workplace.

It defines the appropriate clothing and personal presentation standards that employees need to adhere to while on the job.

b. Why Do Companies Need Dress Code Policy?

The purpose of a dress code policy is to maintain a professional image, enhance company branding, and create a cohesive and consistent appearance among employees.

In Hong Kong, where business culture is often formal, it helps set the tone for the work environment, aligning with the company’s values, industry standards, and customer expectations.

a. What is Overtime Policy?

Overtime Policy is to regulate the hours worked by employees beyond their regular working hours. It outlines the conditions under which overtime work may be required, the compensation employees should receive for working overtime, and additional provisions of overtime work.

b. Why Do Companies Need Overtime Policy?

The purpose of overtime policy is to ensure fair treatment of employees, promote work-life balance, and comply with legal requirements regarding overtime. It helps establish clear expectations and procedures when it comes to working additional hours beyond the standard work schedule.

C. Leave Policy

a. What is Leave Policy?

Leave Policy is a set of regulations and guidelines governing various types of leave entitlements for employees. 

There are some common types of leave outlined for references in The Employment Ordinance: Annual leave, No Pay Leave, Paternity Leave and Maternity Leave.

  • In annual leave,
    • Employees have the rights to 7-14 days annual leave after 12 months of work.
    • Within 14 days advance notification, employers decide when this leave will be taken.
  • In Maternity Protection, it
    • Grants female employees 14 weeks of maternity leave, with the option to start leave four weeks before the expected delivery date.
    • Receives four-fifths of her average daily wages.
    • Termination of an employee’s contract during pregnancy or maternity leave, except for serious misconduct, is prohibited.
    • Prohibited from disadvantaging or dismissing female employees due to pregnancy or taking maternity leave.
  • In Paternity Leave, it
    • Allows male employees to take time off from work to care for their newborn child.
    • Have been employed for at least 40 weeks before the expected delivery date are entitled to five days of paternity leave.
    • Can be taken within a specified period before or after the actual date of delivery. Entitled to four-fifths of his average daily wages.
  • In no pay leave,
    • Employee takes time off from work without receiving regular salary or wages.
    • Can be initiated by either the employer or the employee, depending on the circumstances and the agreement between the parties involved

b. Why Do Companies Need Leave Policy?

Leave Policy ensures compliance with employment laws, guaranteeing ha the company meets legal obligations. Moreover, it also promotes fairness and consistency in managing employee leave, preventing bias or favoritism.


D. Insurance policy

a. What is Insurance policy?

According to Employees’ Compensation Ordinance (Cap. 282), employer in Hong Kong (including Business and households) are required to take out employees’ compensation insurance which to cover the liability of the employee injuring themselves while at their job. It means both full time and part time employees of an organization must be covered under the company’s EC policy.

While ECI is a mandatory insurance policy that provides coverage for employees in case of work-related injuries or occupational diseases, there are other types of insurance commonly used in Hong Kong for various purposes. Here are a few examples:

i. Medical Insurance

Although it is not mandatory, some employers provide medical insurance coverage as part of their employee benefits package. This coverage helps employee access medical services and covers expenses related to medical treatments, hospitalizations, and prescribed medications.

ii. Travel Insurance

Employers may provide travel insurance coverage for employees who need to ravel for work –related purpose. Travel insurance typically covers medical emergencies, trip cancellations, lost baggage, and other travel-related risks.

2. Why Do Companies Need Insurance Policy?

Although it is a legal requirements, this policy helps attract and retain talent by offering valuable coverage for employees and their families which can enhancing job satisfaction and providing a sense of financial security.

2. How Fastlane HR can help

Fastlane HR can help create a comprehensive staff handbook tailored to your company’s specific needs and requirements. The handbook will outline your HR policies, procedures, and guidelines, ensuring clarity and consistency in your organization. This helps employees understand their rights, responsibilities, and expectations, while also providing you with peace of mind as an employer.

By leveraging FastLane HR’s expertise and services, you can ensure that your HR policies are in line with local regulations, tailored to your company’s needs, and consistently updated to maintain compliance. This allows you to focus on your core business while having the reassurance that your HR policies are being handled effectively.

Contact us if you need for help!