Is your business compliant with the different state and federal laws that govern it?
When Resourceful HR is hired to provide HR support we often recommend starting with an HR audit to ensure your programs and processes are legally compliant and gaining you the greatest return. The following is a sample of the record keeping items we look for to help you get started:
- What information is contained in your employee files? Is there one file for each employee that contains all of their information or have you separated the various areas of employment? If you have everything in one file you may be out of compliance. HIPAA rules require you to keep benefit/medical information in a separate file from other general hiring information.
- How are the I-9s stored? We often find errors in I-9 completion and storage. We recommend that I-9s be kept in a separate binder and stored in a locked file cabinet.
- Are your mandatory legal posters up to date and posted where all employees can see them?
- Are reporting lines clear, documented, and well communicated to employees?
- Is there an employee handbook in place and well utilized? Do employees know where to get information if an employee handbook doesn’t exist? Do you have guidelines in place for the various questions that arise? For example, do you allow employees to use your equipment for personal use or do you restrict use to solely business related items? An employee handbook, if crafted correctly, may help protect the company in the event that an employee files a lawsuit. More information is available on our blog:
When is the best time to introduce an employee handbook?
What should you include in an employee handbook?
- Record keeping and retention. Do you know how long you are required to keep different kinds of documents? There are many record keeping laws that vary by state. Are you aware of the laws you need to comply with?
In addition to looking at your written documentation, we highly stress the importance of having your documentation process organized and “fool proof” to ensure that the information is in order and kept up to date. We encourage our clients to use checklists for hiring and termination as well as on-boarding new employees to make sure none of the steps fall through the cracks.
Check out more tips on ensuring your practices are compliant adhering to the Department of Labor requirements.