To build a stronger compliance regime, these eight areas of focus will help your company ensure fair and equitable opportunities, an inclusive culture, and a safe workplace.
If you have any questions, we’re here to help. Just call (888)323-8835 or email ask@asuresoftware.com.
1. Organizational Culture
Build a company culture that ensures your stated mission (and corporate actions) reflect the qualities of fairness, diversity, and inclusion.
Elevate the quality of coworker relationships by enforcing a no-exceptions, zero-tolerance policy on employee harassment. Foster a positive spirit by both giving and expecting mutual respect,
2. Company Handbook
It’s hard to enforce the rules if you don’t explain them. An employee handbook is essential, regardless of the size of your business.
It should spell out company values, expectations, and workforce policies, from hiring and benefits, to performance evaluations, promotions, disciplinary procedures and termination.
Include your zero-tolerance policy about discrimination and harassment. Give every employee a copy, and keep a record of receipt, signed either digitally or physically by each employee.
3. Recordkeeping
Most employer laws include a recordkeeping requirement. If an enforcement agency sends a letter or sends an inspector, you will need to be able to pull up the right records quickly.
Obviously, it’s crucial to have created those records in the first place. But it’s equally critical to have a centralized, secure system for organizing, storing and searching your workforce data.
For help with recordkeeping, writing your company handbook, or any of the best practices on this list, feel free to contact us by phone (888)323-8835 or email ask@asuresoftware.com. We serve over 80,000 businesses just like yours.
4. Technology
Having automated software for Human Capital Management (HCM), Time and Attendance, and Payroll helps you maintain essential compliance:
• Cloud software vendors track changes in employment laws and build any new standards into the software. For example, if minimum wage changes in one jurisdiction, payroll software will reflect the new rate going forward.
• HCM software builds in HR best practices so your HR policies are applied consistently through automated procedures.
For example, with HCM, managers will create every performance review using the same template and rating system. Your applicant tracking system may display numbers instead of names during an initial resume review in order to reduce the possibility of inadvertent discrimination based on gender, ethnicity, race or age.
• Time and Attendance software captures a complete record of work and leave for flawless payroll calculations and documentation in a Wage & Hour audit.
• Payroll software and services manage calculations, tax filings, and deposits to keep your business in compliance with the FLSA and applicable federal, state and local tax regulations.
5. Training
Establish a good tracking system to ensure all employees and managers attend regularly scheduled, mandatory trainings on discrimination and sexual harassment. But that should be where training begins, not where it ends.
For example, one of the best ways to avoid compliance issues is to train managers about HR laws, how to give effective praise and criticism, how to write a good performance review, how to interview and how to resolve conflicts.
Train employees in communication and conflict resolution.
6. Employee Reporting
Define a process and system for employees to report problems.
Encourage employees to attach their name so you can address their concerns directly, but provide an anonymous reporting option, too.
Establish automatic routing of the complaint to the correct managers. Follow up immediately
7. Investigations & Discipline
Supervisors and managers should document behavior or performance issues thoroughly.
If there’s a problem, investigate promptly and be responsive.
Gather the facts; don’t rely on emotion. If you are considering disciplinary action, including termination, you need to complete your investigation prior to taking action.
If the employee in question has filed a complaint, be very careful about retaliation.
Detailed, timely, and organized records about employment decisions and actions are needed if your organization has to establish a defense. Seek legal advice if needed.
8. Outside Expertise
The best time to get expert help with compliance is before you receive a complaint, investigation or lawsuit.
Instead of taking focus away from growing your business, consider HR as a Service to gain compliance expertise when you’re drafting workforce policies, designing benefits and comp plans, or setting up compliance processes
If you’d like more information about HR compliance, including education around the latest federal and state mandates, give us a ring at (888)323-8835 or email ask@asuresoftware.com. We’re here to help!