HR-14 Policy acknowledgement

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What is HR-14 policy acknowledgement control?

The HR-14 Policy Acknowledgement Control requires your employees to confirm they have understood the organization’s policies. It is a mechanism that ensures employees have read, understood, and agreed to comply with organizational policies. This control involves distributing relevant policies to employees and requiring them to formally acknowledge their receipt and understanding, typically through a signature or digital confirmation. The HR-14 control helps maintain accountability, promote adherence to company standards, and ensure that all personnel are aware of important guidelines and procedures.

By systematically tracking acknowledgements, organizations can mitigate risks associated with policy non-compliance, support consistent policy enforcement, and maintain a well-informed workforce, ultimately enhancing overall organizational governance and compliance.

Determining the policies to attest to is up to the organization. The employee handbook must be attested to by all employees. This can be done manually or through a Human Resources (HR) tool.

Available tools in the marketplace

The following listing is “crowdsourced” from our customer base or from external research. TrustCloud does not personally recommend any of the tools below, as we haven’t used them.

Policy Acknowledgement Tools
HR works
ADP
TrustCloud: Trust HQ

Available templates

TrustCloud has a curated list of templates, internally or externally sourced, to help you get started. Click on the link for a downloadable version.

  • N/A: No template is available for this control

Control implementation

To implement Policy Acknowledgement control,

Define and document your organization’s policy acknowledgement in your HR policy. As part of the documentation, ensure the following components are taken into account:

  1. A list of policies that must be signed
  2. The mechanism that will be used to distribute the policies every year (i.e., DocuSign, email, HR tool, etc.)
  3. The allotted timeline to acknowledge the policies

What evidence do auditors look for?

Most auditors, at a minimum, are looking for the below-suggested action:

  1. Provide list of employee acknowledgement

Evidence example

For the suggested action, an example is provided below:

  1. Provide list of employee acknowledgement
    NOTE: It is important to provide the full document and, most importantly, evidence of the employee’s signature.
    The following screenshot is TrustCloud’s Team Handbook Signature page, with the full document and evidence of the employee’s signature.
    HR 14 Policy acknowledgement 01

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