Growing companies rely on their Human Resources teams to hire and retain valuable employees, but their day-to-day tasks often encompass many more projects and responsibilities. Educating your HR team on labor and employment compliance is important, but how can you streamline the process for an already busy group of dedicated employees? These 5 ideas can help.
The Importance of Being Compliant
While employment and labor laws can sometimes seem like common sense in today’s workplace, being compliant with the details should be a priority for any business. In fact, non-compliance can result in hefty fines and even losses if a business disruption occurs. Failing to remain compliant could actually cost your business significantly more than implementing these strategies would.
The hiring process, for example, can leave some HR employees vulnerable to breaking federal, state, or local regulations if they are not up to speed. Whether they create a discriminatory job posting or ask an inappropriate interview question, your company could be facing fines for a number of violations. Incomplete documentation for work eligibility and pay disparities could also lead to consequences, and it could result in critical positions remaining open indefinitely.
Which Laws Should the HR Team be Aware of?
Your Human Resources Department will need to stay up-to-date on a variety of federal, state, and local laws and regulations as they conduct day-to-day business. Though thousands of state and local laws exist, some of the more well-known federal legislation include:
- Affordable Care Act (ACA)
- Americans with Disabilities Act
- Equal Pay Act (EPA)
- Fair Labor Standards Act (FLSA)
- Family and Medical Leave Act (FMLA)
- Occupational Safety and Health Act (OSHA)
- Title VII and the Civil Rights Act
5 Ways to Keep Your Team Up-to-Speed
Make Documentation Accessible
If you want your HR employees to be compliant with labor laws, it’s important to make your policies and practices accessible to everyone, from new hires to long-time employees. Be sure to include these resources as a part of orientation or onboarding. Then, make them easily accessible on your company’s intranet so employees have access to resources when they are needed most.
Stay Current on Regulations
Labor laws are constantly being updated. Some may only see a slight change, while others could change significantly. Unfortunately, adhering to outdated regulations may create negative consequences for the business when issues arise. Be sure to update your policies and practices as needed and inform your employees of the change. Consider including the updates in a recurring email and conduct mini-trainings as needed.
Provide Opportunities for Learning
Regular training opportunities provide employees with valuable knowledge of federal, state, and local regulations. Employees will also get to ask questions or seek clarification on intricate legal topics. You may choose to do these trainings as a lunch-and-learn, an online tutorial, or through a third party. Some law firms even host occasional trainings to help employers understand the latest regulations.
Designate a Compliance Point Person
As your company grows, your HR team will likely be stretched thin. From posting jobs to screening applicants and ensuring paychecks arrive on time, they tend to juggle many hats. For this reason, it may be a good idea to designate one person on the team to be the subject matter expert on compliance. While the entire team needs to be educated on policies and practices, designating a subject-matter expert (SME) helps to alleviate some of the mental load for other staff. The SME would stay up-to-date on changes, update policies as needed, and provide resources and training to the rest of the team.
Use VirgilHR’s Compliance Software Solution
Even with clear documentation and regular training, staying on top of compliance can seem like a full-time job itself. Outsourcing some or all of your human resources services can also be helpful in lightening the team’s burden. HR providers vary in the services they provide, from payroll only to a whole suite of services. Some even specialize in employment and labor compliance. VirgilHR’s compliance software helps you and your human resource team navigate through all of these challenges. Networking with other business owners is another great way to learn about the quality of services they provide.
Staying Compliant with the Help of Compliance Software
As an HR manager, you understand the importance of labor and employment compliance, but ensuring every team member is up-to-date on the latest regulations, policies, and procedures can seem daunting. While clear documentation and opportunities for learning are critical for your team, you may also want to consider working with an HR service provider, like VirgilHR, which specializes in labor and employment compliance. Partnering with us can give you peace of mind as you work with your human resources team to hire new talent and grow your business.