Policy vs Procedure – What’s Legally Required?

Drug and Alcohol Policy vs Drug & Alcohol Procedure

Does your organisation have a Drug & Alcohol Policy, a Drug & Alcohol Procedure, or are both documents combined into one? Many workplaces use these terms interchangeably, but they serve different purposes.

Understanding the distinction can help organisations build a more effective fitness-for-work framework, better manage workplace risks and support safer outcomes for workers and the business.

Fit for work is everyone’s responsibility.
Drug and alcohol testing is a risk mitigation tool that supports an organisation’s Drug & Alcohol Policy and Procedure.
Policies and Procedures should be treated as living documents and reviewed regularly to ensure they remain current and effective.

In Australia, under Work Health and Safety (WHS) legislation, PCBUs (persons conducting a business or undertaking) must manage the risks associated with drug and alcohol use in the workplace. Having documented policies and procedures is one of the most effective ways to demonstrate that workplace risks are being identified, managed and reviewed in accordance with WHS obligations.¹

WHS Legislation Does Not Prescribe

Exactly what a Drug & Alcohol Policy must contain
Exactly what a Drug & Alcohol Procedure must contain
A mandatory drug and alcohol testing program for every workplace

Instead, organisations are expected to implement controls that are reasonable and appropriate for their operational risks. This provides organisations with flexibility to develop a framework that reflects their specific workplace risks, operational environment and workforce requirements.

What Is a Drug & Alcohol Policy?

A policy is a high-level statement that outlines an organisation’s expectations, commitments and standards regarding drug and alcohol use in the workplace.

A Drug & Alcohol Policy typically covers:

Purpose and Scope
Workplace safety and fitness-for-work commitments
Roles and Responsibilities
Prohibited behaviours
Prescription and/or Over the Counter Medication disclosure requirements
Drug and Alcohol Testing principles
Consequences of breaches
In simple terms… Policy = What and Why

What Is a Drug & Alcohol Procedure?

A procedure explains how the policy is implemented, managed and applied in practice.

A Drug & Alcohol Procedure typically covers:

Testing triggers and methods
Reasonable cause processes
Result management
Laboratory confirmation
Return-to-work requirements
Record management
Forms and workflows
In simple terms… Procedure = How

Many workplace disputes arise not because an organisation lacked a Drug & Alcohol Policy and Procedure, but because it failed to consistently apply, enforce and/or follow its documented requirements. A well-written framework must be supported by practical processes, training, communication and ongoing review to ensure it remains effective.

Recommended Framework

Drug & Alcohol Policy

Defines expectations, responsibilities and compliance requirements.
Establishes fitness-for-work requirements and drug and alcohol testing principles.

Drug & Alcohol Testing Procedure

Details testing processes and triggers.
Explains result management and breach processes.

Supporting Forms

Consent form
Prescription and/or Over the Counter Medication declaration
Reasonable Cause checklist
Post-incident testing form
Return-to-work agreement

While there is no one-size-fits-all approach, organisations should ensure their drug and alcohol framework clearly outlines expectations, defines how testing and non-compliance will be managed, and supports a safe and productive workplace. Separating policy from procedure can help improve clarity, accountability and consistency across the organisation.

Alcolizer Technology can assist with reviewing and updating your Drug & Alcohol Policy and Procedure to help ensure it reflects current workplace practices, testing programs, Australian and New Zealand Standards and compliance requirements.

>> Learn more about our Policy and Procedure Review & Creation Services.