Human resources strategies are key to achieving your organization's stated goals and objectives. Your company's success relies on the cooperation and support of employees and departments within the organization. HR ensures that initiatives required to maintain a happy, productive workforce are implemented in a timely and effective way.
HR also keeps the organization compliant with laws relating to employees, salary, insurance and more. The laws and policies governing business are complex and can vary between jurisdictions, but HR has a key role to play in making sure that the organization is compliant and adaptable to today's ever changing regulatory environment. In the latest edition of the TruPay Human Resources Digest, we've included insightful and informative articles on this increasingly complex and critical subject.
As businesses continue to face obstacles and challenges in today’s industry, more and more employers are looking to make manual administrative tasks more precise, efficient, and seamless. Businesses considering automating processes such as payroll, human resources, and time and labor tasks are increasingly turning to Human Capital Management (HCM) solutions to get the job done.
Even for small and mid-sized businesses, dated manual HCM processes are clumsy and inadequate. Specific challenges around changing labor laws, the rise of a workforce that increasingly expects to work with technology over paper, and the growing emphasis on employee engagement require businesses of all sizes to think beyond manual processes.
Combatting Complex and Rigorous Labor Laws
With seemingly constant changes in labor laws affecting all businesses in every industry, it becomes virtually impossible to properly manage a workforce without the help of HCM automation. Spreadsheets, homegrown reports, and manual calculations are no match for the complexities of new labor law changes.
The Key to Employee Engagement
By simply automating HCM, businesses can stay competitive in their market, grow workforce productivity, and improve their overall bottom line. Features such as self-service functionality from onboarding to offboarding gives employees insight into HCM processes and allows them to take charge of their own information, giving them increased decision making abilities such as scheduling preferences, benefits administration, etc. Some HCM solutions even allow employees to keep track of their performance reviews and job training.
Accommodating a New-Age Workforce
It’s no secret that the faces of today’s workforce are noticeably changing. Millennials are entering the workplace in substantial numbers, already with a more advanced level of technological skill compared to their older counterparts. According to the Bureau of Labor Statistics, they are now currently the largest population in the workforce today. Advanced technology allows millennials to access their real-time information wherever and whenever they want it and avoids disparate processes and stacks of unorganized documents. It allows employees to punch in and out anywhere, even on their mobile device, and it keeps a workforce in sync with scheduling changes, company updates, and more.
What is some key data that is useful for businesses?
Strategic HR is simply about focusing on the performance of each employee and the organization with direct measures to determine the success of your company's business strategy. Start by answering the following questions:
How can you apply strategic HR to your small business environment? Strategic HR is not just for big corporations. Small businesses can also put this concept into motion. Some action items include:
With strategic HR in mind, your goal is to ensure that the talent of all your employees line up with the company's business objectives. Accomplish this, and you're well on track to much greater success.
We receive a lot of questions about the I-9—the form used to verify the identity and employment authorization of all individuals hired for employment in the United States. We've compiled some of the most common into an I-9 FAQ:
1: How Should I-9s Be Stored?
Separately. We recommend that you keep all I-9s in either a separate master file or a three-ring binder. Because I-9 files are subject to unique record retention laws, a separate master file or three-ring binder will help ensure that you retain these forms for as long as necessary and that you can readily discard them after the retention period expires.
2: Are we required to make copies of the documents?
Usually not. Unless you participate in the E-Verify program, you’re not required to photocopy or scan documents for retention, and doing so is voluntary.
3: Do Remote Employees Need to Provide Original Documentation?
Yes. The U.S. Citizenship and Immigration Services (USCIS) requires that all documents for completion of the I-9 be viewed in their original format, meaning that a fax or scan is not acceptable. The original documents must be in-hand of the company representative who is signing the form and reviewed in the presence of the employee.
4: Do All Workers Need to Complete the I-9?
No. Non-employees including volunteers, unpaid interns, independent contractors or employees of contractors should not complete an I-9, as none of these workers (if properly classified) are employees. Additionally, those hired before November 6, 1986, those hired for casual domestic work in a private home, and those who do not perform work on U.S. soil, do not need to complete an I-9.
5: If an Employee Changes Their Name or Address, Do We Need to Do Another I-9?
Usually not. Except for certain government contractors or in some situations involving use of fraudulent documents, employers do not need to update or complete a new I-9 when an employee changes their legal name or address.
6: How Long Should We Store an I-9?
Quite a while. Form I-9s should be retained for the full length of an individual’s employment with you. Then, after employment has ended, they must be stored for 3 years after the date of hire, or 1 year after the date of termination, whichever date is later.
The Equal Pay Act
The Equal Pay Act makes it illegal for employers to pay unequal wages to men and women who perform jobs that require substantially equal skill, effort and responsibility, and that are performed under similar working conditions within the same establishment. Job duties, not job titles, will determine whether jobs are substantially equal. Each of the relevant factors are summarized below:
Our clients often inquire as to whether their employee compensation and benefit packages are competitive with respect to current market conditions and industry standards. In fact, it is an HR best practice to evaluate the company’s compensation and benefit programs on an annual basis.
There are some universal items to consider when benchmarking compensation packages:
When performed and filtered correctly, salary survey data can provide useful and actionable information to assist your organization in attracting and retaining top talent. So, find a benchmarking method that works for your company, and ensure that your compensation levels are where you want them to be.
Is Your Workforce Engaged?
Every organization strives for a workforce that is engaged, inspired, and motivated to perform at its best day in and day out. But what is the reality?
According to Gallup, only 13% of all employees worldwide today are engaged in their jobs — an alarming statistic given the importance of the workforce in fueling growth and meeting other key enterprise goals. Employees are typically an organization’s most vital (and expensive) asset, and when they are disen-gaged and/or disenfranchised, the ripple effects across the business can impact your proﬁtability and branding.
Today’s engagement challenge is complicated by the fact that there are five generations co-existing in the workforce — Silent Generation, Baby Boomers, Gen X, Millennials (Gen Y), and Gen Z (Gen 2020).
Fortunately, new human capital management (HCM) technologies are available today that can help you optimize employee engagement across all generations. Using this HCM tool set, you can create compelling work environments that make employees feel valued and treated fairly so they will give that extra discretionary effort to the organization — regardless of their ages, preconceived expectations, or generational legacies.
These HCM technologies combine the best of both worlds:
With the advent of new human resources technologies, the employee engagement landscape is now changing. Organizations around the world are proactively leveraging these proven technologies to successfully drive a new dimension in employee engagement.
For involuntary terminations, some of the criteria for eligibility for unemployment benefits includes:
An individual may become disqualified for unemployment benefits if he or she:
The benefit to employers in defending the claim may result in the employer tax rate being lowered or not increased. Your employer unemployment tax rate is directly impacted by the number of successful claims charged to your account. If you do opt to dispute an unemployment claim, ensure you have gathered all records that may influence the denial or awarding of an unemployment claim and that all paperwork is also ready for the state unemployment agency in a timely manner.