Total HR Management presents 10 basic components of a company’s employee handbook. Although not delving into the specifics required by each individual industry and in response to ever changing federal and state compliance laws, this list provides a detailed understanding of what is needed to build the skeleton of any company’s employee handbook. It might not include all of the organs and muscles added later, but it does cover the basic building blocks of an employee handbook.
What is a Professional Employer Organization PEO is a question that Total HR Management often hears from potential clients. Too many small business owners are not aware of the advantages of working with a PEO. In truth, the advantages of working with a Professional Employer Organization PEO remain some of the best-kept secrets of many successful small businesses.
Professional Employer Organization PEO Help
A Professional Employer Organization PEO like Total HR Management can handle all of your company’s HR needs, including payroll and administration, employee health and retirement benefits, workers’ compensation insurance, state and federal compliance issues, employment practices liability insurance coverage, and recruitment and selection challenges.
As a small business owner in a competitive economy, you are given the freedom to work on your business and not get lost in the maze of the details. Yes, there is a cost for contracting out your HR department to a Professional Employer Organization PEO, but consider this list of time-saving and resource-saving positives.
5 Reasons To Work With Professional Employer Organization PEO
- By providing you with a tailored package of HR services, a PEO like Total HR Management only gives your small company what it really needs and not what we want to sell. Our number one goal is to service your HR needs precisely and professionally.
- A Professional Employer Organization PEO like Total HR Management works with a pool of thousands of employees and can therefore purchase insurance and benefit plans at a significant savings. By giving your business the ability to offer higher-quality plans, we help you attract and retain skilled employees.
- Experienced professionals in HR, benefits, payroll, risk management and other aspects of employee administration are on the job. Want to institute a 401(k) plan or find affordable EPLI coverage? Total HR Management will do it for you, and there is no need for you to reinvent the wheel by trying to figure it out yourself. Allow us to do what we do best to help you.
- Total HR Management can deliver the HR manuals that your employees need to both feel secure in their jobs and ultimately succeed. An aware employee is a good employee. Policies and procedures in HR manuals will be maintained in compliance with ever-changing state and federal laws and regulations.
- A Professional Employer Organization PEO will help with employment-related regulatory compliance ranging from ADA to OSHA updates, and this is a huge advantage that can be worth more to your business than you can possibly imagine. We make sure you avoid regulatory headaches that lead to financial problems. With our EPLI management team, if you have an HR-related employee claim, such as a discrimination allegation, Total HR Management will take the lead on managing the claim process.
Total HR As A Professional Employer Organization PEO
The clients of Total HR Management have found that the savings on group health and benefit plans alone more or less outweigh the cost of working with us. When hiring a Professional Employer Organization PEO, Total HR Management recommends that you do your due diligence. With many glowing references from our clients in a variety of businesses and industries, we have the experience and expertise you need to be reassured that such a decision is the right choice to make.
To learn more about how Total HR Management can help your company as a Professional Employer Organization PEO, please call (800) 975-5128 today and speak to one of our experienced HR professionals and account managers.
This Regulatory Burdens Series has been informed by Robert J. Grossman’s article on Regulatory Relief in HR Magazine (February 2013)
Part 3 – Immigration, Safety Regulations, Wage And Hour Laws
If properly addressing the regulatory requirements of healthcare reform, pro-union labor laws, and discrimination difficulties was not enough, there are several other major federal regulatory challenges facing America companies. From immigration and safety regulations to wage and hour laws and all the federal regulatory burdens, regulatory compliance is becoming a larger and larger hurdle to overcome. A serious part of the regulatory burdens, particularly in California, is the aggressive enforcement campaign of the U.S. Department of Homeland Security’s Immigration and Customs Enforcement (ICE).
Recently, ICE has been doing a comprehensive audit of small to mid-sized businesses to make sure employers have compiled and maintained the I-9 forms of their employees. As opposed to the drama-filled raids that tend to be newsworthy, particularly in small markets, the audits have proven to be a less disruptive and more effective enforcement methodology. In 2011, there were over 2,500 audits, an impressive fivefold increase over the course of the previous three years, and more than ten million dollars in fines.
If the old regulations were not already a challenge, new regulatory burdens from the U.S. Occupational Safety and Health Administrations (OSHA) Injury and Illness Prevention Program are expected in the spring of 2013. Employers will be required to identify and address workplace hazards on their own. If they fail to address such hazards in this new “find and fix” program, they will be penalized. Although experts have questioned the necessity of such a program, regulatory compliance will become necessary for the majority of small to mid-sized businesses in America.
What could be most problematic is that the agency plans to issue the newly revised “most dangerous” quartile list in 2013. Companies in the bottom 25% when it comes to workplace safety will be forced to keep OSHA logs. When you consider how large a number 25% is when it comes to every company in the country, such a regulation seems blatantly anti-business and too widespread to be fair or effective. Still. Total HR Management will help any client company execute such logs and remain in proper OSHA compliance.
If all of the above isn’t hard enough, under the Fair Labor Standards Act (FLSA), record-keeping requirements are being expanded and made more complex by the Wage and Hour Division of the U.S. Department of Labor. In addition, given the new healthcare reform thresholds of the number of employees in a company and IRS enforcement of payroll tax classification requirements, classification analysis has become a focus as well. The misclassification of employees as full or part-time will now be more penalized than ever and from multiple fronts as well.
As we asked in Part 2 of this Series, does such regulatory vigilance make sense when so many American small to mid-sized businesses are trying to regain their equilibrium after the recent nationwide recession? If we want America to be at the forefront of the world in terms of business opportunities and productivity, why are business owners under attack with so many federal regulatory burdens? Yes, Total HR Management understands that many of these businesses are not perfect, but do they need to be punished to such an extent? The damage being done is why Total HR Management offers such regulatory support and compliance help when companies choose to outsource their human resources functions to us.
This is part of an ongoing series by Total HR Management about updates in local laws and regulations in the states where a majority of the businesses of our clients are located. If you operate a business in the state of California and you have bilingual workers, you are required to post California Labor Law information in both English and Spanish. Even if the vast majority of your workers are English speaking, if a certain percentage of your employees are primarily Spanish language speakers, you have to meet these new posting requirements or be subject to possible fines and disciplinary action.
The basic new rules in terms of posting labor law requirements in both English and Spanish are almost self-explanatory. Still, if you do not know such rules exist, it is impossible to follow them. Every employer in California must post labor law postings in a workplace common area so workers understand their rights. Although OSHA, the United States Occupational Safety and Health Administration, sets the bar with the federal standards, California and other states have added regulations when it comes to posting requirements.
If more than 10% of your workplace speaks Spanish as their primarily language, it is a mandatory requirement in the state of California (along with Arizona, Florida, Georgia, New Mexico, New York, and Texas) to make a Spanish version available for your workers. The postings that need to be displayed in your workplace include all mandatory state, federal, and OSHA requirements.
Total HR Management provides our clients with two posters that include the state or federal mandatory OSHA requirements for their businesses. If you need more information or have questions about these posting requirements, please contact Total HR Management.
Total HR Management has discovered a frightening new trend that small to mid-sized business owners need to be aware of to protect both their employees and their business. Criminals have a new scheme up their sleeves to obtain the information they need to steal your employee’s identities. Con Artists show up at businesses unannounced and present themselves as ICE (Immigration and Customs Enforcement) Auditing Agents conducting immigration, I-9 audits. They flash false identification and ask to see the company’s I-9 paperwork for all the employees. After collecting the information they need, your I-9’s and often the photographs of your employees’ confidential documentation, they promise to return the paperwork within a week or so. Off they go with all of the employee’s personal documents (social security cards, passports, driver’s licenses; especially if photocopies are attached). This leaves your employees’ identities compromised by the identity theft ring. As you can imagine, such a violation of personal information results in serious privacy and confidentiality issues that are difficult to overcome.
What is even more frightening is that criminals are not only posing as ICE audit agents, but as OSHA (Occupational Safety and Health Administration) auditing agents and DOE (Department of Energy) agents as well. Beyond attempting to access the I-9 paperwork, these con artists attempt to gain confidential company information to be used in whatever ways possible. By showing a badge and appearing official in nature, they are often successful in intimidating your company managers into giving them practically whatever they want.
As a direct result of these scams, Total HR is alerting our clients and potential future clients to know what to expect if your company gets audited. Without question, since the tightening of the law by the Obama administration and the institution of the E-Verify program, ICE immigration audits have increased dramatically. First and foremost, if a government agency representative comes to audit your company, it should never be unannounced. ICE provides a company with 3 days notice before an immigration inspection in order for the company to have all of their I-9 paperwork in order and ready to be examined. Depending on the nature of the incident, OSHA provides 24 hours notice before coming to inspect a potential health violation.
If your company has not been given notice, you have every right to be suspicious. As a precaution, Total HR Management recommends that you request badges and identification. You also have right to call the agency and have the audit or inspection confirmed over the phone. Even when notice has been given, badges should be checked and identities confirmed.
Without prior authorization, employers should never show confidential paperwork and information to external authorities. In addition, auditors do not have the right to remove the paperwork from the premises for any reason without a court order or official permission from you. Finally, when it comes to OSHA and DOE agents, confidential company information should not be revealed unless absolutely necessary. As the owner of a company, you should have final say in such circumstances, preventing irreparable damage from such information being revealed.
Above all, Total HR Management believes in helping our client companies and potential clients protect themselves from such scams. In a difficult and challenging economy, the last thing your company needs is to have your employees compromised by an identity theft ring. By following the above guidelines and making sure your managers have the correct information at hand, such criminal acts can be prevented and your company can be safe.