Request a call Login

  • While peak seasons can bring exciting opportunities, it can also be a stressful time for small business owners. These periods often mean a surge in customers and needing to adjust your staffing and operations accordingly. To prevent your employees from feeling overwhelmed by the increased demand, you may need to hire temporary workers, extend business hours, or reorganize work schedules. Balancing these adjustments while maintaining service quality requires planning and flexibility so your business continues to run smoothly.

    Finding and training temporary employees can help alleviate the pressure off your regular staff while meeting the heightened need for more workers. However, hiring temporary workers presents its own set of challenges. Not only do these positions need to be filled quickly, but new employees need to be prepared to deliver the same level of service your customers expect. Providing adequate training and support is key to effectively integrating temporary workers into your team and promoting your business’s success during peak seasons.

    The Seasonal Staffing Cycle

    Seasonal hiring can provide businesses with the extra help necessary to manage sudden spikes in demand during specific times of the year. This cycle is crucial for industries where demand varies with seasons, holidays, or special events. Retail, hospitality, tourism, and agriculture heavily rely on seasonal hiring to adjust their workforce during busy periods. The flexibility of seasonal hires allows businesses to swiftly ramp up their staff to handle increased customer traffic, production needs, or service demands.

    By having enough staff on hand during busy periods, you can continue to provide quality service while also capitalizing on increased sales and profits. Furthermore, the ability to adjust your workforce as needed with seasonal hires can help control operational costs and maintain efficiency during fluctuations. Once the busy season ends, you can scale back without the long-term costs of hiring permanent employees.

    Steps In The Seasonal Hiring Process

    Businesses should establish clear timelines and objectives well in advance for a smooth and efficient seasonal hiring process. Take a proactive approach and prepare for the following steps of seasonal hiring:

    Pre-planning

    The key to successful seasonal hiring is planning well before extra workers are required. Before the hustle begins, set clear goals and objectives aligned with your business needs during the peak period. This includes determining the number of temporary positions required, the necessary skills, and balancing your budget.

    Review previous seasonal hiring efforts to identify areas for improvement and strengthen your strategy. By analyzing past metrics such as turnover rates, time-to-hire, and employee performance, you can better prepare for the upcoming season.

    Step 1: Recruitment

    In the recruitment phase of seasonal hiring, it’s essential to use all available channels to attract qualified candidates for your unfilled temporary positions. To start spreading the word about your openings, post clear, targeted descriptions on online job boards and on your social media channels. Online job boards quickly reach a wide pool of candidates, while social media lets you directly engage with potential hires.

    You can also tap into referrals from your current team, which can bring in pre-vetted candidates with existing knowledge of your company. Combining these methods can boost your chances of finding seasonal talent that fits in with your team.

    Step 2: Selection and hiring

    Determining the right seasonal hires goes beyond skills and experience. While technical skills are important, prioritizing candidates with a strong learning mindset and willingness to adapt can ensure they thrive in dynamic roles. Screening techniques, such as phone interviews or online assessments, can help quickly identify qualified candidates.

    Ask questions to gauge whether they’ll fit in well with your team and company culture. Be clear about job details, schedules, and potential for long-term roles to help manage expectations on both sides. Taking a balanced approach will assist you in identifying the appropriate candidates.

    Step 3: Onboarding and training

    Once you’ve found the right candidates, onboarding and training seasonal workers must be efficient yet impactful. Seasonal hires should be trained in company policies, safety protocols, and basic procedures to ensure they have the essential knowledge for their role. While training, measure their engagement to ensure they are truly grasping the expectations of their position. Leave room for questions and feedback during training sessions to encourage more involvement and interaction from new seasonal hires. Try to spot any gaps in their learning early on and adjust as needed to promote an effective transition into their role.

    Monitoring Performance

    After seasonal employees have been onboarded, keep track of how they are adapting and work with them directly to set performance goals. Setting goals helps measure progress and ensures everyone is clear on which tasks and responsibilities need to be prioritized.

    Arrange regular check-ins and frequent communication to provide feedback, address challenges, and offer support as needed. This not only nurtures a collaborative environment but also makes seasonal employees feel valued and aligned with the team’s objectives.

    Preparing For Future Seasons

    The process doesn’t end after a successful seasonal rush. Collecting feedback and analyzing the steps of your seasonal hiring process is crucial for continuous improvement for future seasons. By gathering insights from both seasonal hires and managers, you can determine strengths and areas that need to be re-strategized. Refine your tactics to enhance your ability to attract, onboard, and retain seasonal talent more effectively in the future. Learning from each season’s experience helps you prepare for upcoming peaks in demand while maximizing productivity and customer satisfaction year after year.

    GMS Makes Recruitment And Hiring Easier

    Eliminate the stress of seasonal hiring with a professional employer organization (PEO) like GMS. By partnering with GMS, businesses can delegate the complexities of recruiting and onboarding seasonal staff to HR experts. Our HR services can help with all aspects of seasonal hiring, from training new employees to monitoring performance.

    Our team at GMS can also assist small business owners in acquiring candidates for permanent positions. With access to competitive benefits packages, including health care coverage and 401k planning, you can attract and retain top talent. While a PEO streamlines your hiring process, you maintain full control over selecting the right employee for your business.

    Contact us today to discover how GMS can optimize your hiring strategies and support your business growth!

  • Onboarding new employees is an exciting time, but there are important compliance requirements to handle as well. The first order of business should be having your new hire complete a Form W-4. 

    What Is Form W-4 And Why Is It Important? 

    Form W-4 allows employees to determine how much federal income tax should be withheld from their paycheck each pay period. This ensures they don’t receive a huge tax bill when filing their annual return. The Internal Revenue Service (IRS) calculates how much tax to withhold based on the withholding information each employee indicates on their Form W-4. The IRS also considers whether employees are filing jointly or independently. 

    The amount of withholding depends on the following factors: 

    • Filing status (single, married, or head of household) 
    • Number of dependents 
    • Other jobs or income sources 
    • Anticipated deductions and credits 

    Employees have access to helpful tools, such as the IRS tax withholding estimator. This tool can assist them in determining the proper withholding allowances to claim on their Form W-4. 

    Employer Responsibilities 

    As the business owner, you cannot fill out Form W-4 for your employees or influence how they complete it. If an employee doesn’t submit this form, the IRS requires you to withhold taxes from them at the highest rate (which your employees won’t be happy about). However, you do need to do the following: 

    • Provide your business’s Employer Identification Number (EIN) 
    • Note the employee’s hire date 
    • Enter your company name and address 
    • Calculate the withholding amount based on the employee’s W-4 inputs 

    It’s a good practice to remind employees to update their Form W-4 anytime they have a major life change, such as getting married, having a child, or gaining another income source. This ensures proper withholding throughout the year. 

    If your employee didn’t claim all the allowances they were entitled to, their employer cannot repay the tax previously withheld, but the employer should ensure the employee fills out a revised Form W-4 to correct the amount moving forward.  

    Let GMS Handle Form W-4 Compliance 

    Keeping up with Form W-4 rules and properly withholding taxes for all employees can be an administrative burden. That’s where GMS comes in. As a professional employer organization (PEO), we take on full responsibility for payroll tax compliance, including: 

    • Collecting and processing Form W-4’s 
    • Calculating precise withholding amounts 
    • Filing quarterly and annual payroll tax returns 
    • Remaining up to date on changing regulations 

    This allows your team to focus on your core business operations while resting assured your payroll taxes are being managed accurately and on time. At GMS, we understand the challenges of remaining payroll tax compliant, especially when managing Form W-4s across a workforce. Our PEO services provide a comprehensive solution, ensuring proper withholdings and filings so you avoid penalties and audits. Contact us today to learn how our services can save you time and money while reducing risk! 

  • As health care costs continue to rise, more people are looking for ways to save on medical expenses. One powerful tool that can help is a health savings account (HSA). This unique type of account allows you to set aside money specifically for qualified health care costs while providing triple tax advantages.

    An HSA allows you to put money away and withdraw it tax free, as long as you use it for qualified medical expenses, like deductibles, copayments, coinsurance, and more. (Generally, insurance premiums aren’t considered qualified medical expenses.) You’re eligible to contribute to an HSA when you’re covered by an HSA-eligible plan (sometimes called a High Deductible Health Plan (HDHP)).

    Who Is Eligible For An HSA? 

    To be eligible for an HSA, you must be enrolled in a high-deductible health plan (HDHP). An HDHP has a higher annual deductible than traditional plans but comes with lower monthly premiums.

    The maximum amount you’re allowed to contribute to an HSA in 2024 is $4,150 if you participate in the HDHP as an individual or $8,300 if you participate in the HDHP as a family.

    If you are an HSA holder aged 55 or older, you may also contribute an extra $1,000 annually as a catch-up contribution. The maximum contribution amount allotted for an HSA in 2024 is $1,600 for individual coverage or $3,200 for couples or family coverage. Please note that HSA contribution maximums are adjusted annually for inflation.

    Any eligible individual can contribute to an HSA. For an employee’s HSA, the employee, the employee’s employer, or both may contribute to the employee’s HSA in the same year. For an HSA established by a self-employed (or unemployed) individual, the individual can contribute. Family members or any other person may also make contributions on behalf of an eligible individual. The funds grow tax-deferred, similar to a traditional individual retirement account (IRA) or 401(k) contributions. Best of all, withdrawals from your HSA are completely tax-free when used for qualified medical expenses.

    Opening a Health Savings Account 

    Opening an HSA is easier than you may think. In most cases, your employer will offer you an HSA if you take advantage of their medical coverage. However, if your employer does not offer an HSA as a part of your benefits package, you can open one yourself. Banks, credit unions, and investment brokerages provide these accounts. You can also get coverage by visiting HealthCare.gov. You will not be eligible to open an HSA if you’re enrolled in Medicare or a health care plan that doesn’t require you to pay deductibles or copays before receiving coverage.

    Contribute Or Withdraw From Your HSA

    Once you are enrolled in your HSA, you can start contributing to your account immediately. Deposits can be made by you, your employer, or your spouse, but you must ensure that any contributions made do not exceed the annual limit. If you withdraw money from your HSA for non-medical expenses before you turn 65, you must pay the federal income tax and a 20% penalty.

    Benefits Of An HSA 

    Qualified expenses cover a wide range of health care costs, including deductibles, copays, prescriptions, dental treatment, vision care, and even insurance premiums if you receive federal or state unemployment benefits. The funds can be used to pay expenses for yourself, your spouse, or your tax dependents, even if they’re not covered by your HDHP.

    One of the biggest advantages of HSAs is that the money is yours to keep indefinitely. Unlike flexible spending accounts (FSAs), unused HSA funds roll over from year –to –year without expiring. The money you invest is not taxed; interest and investment earnings are tax-free, and you won’t pay taxes on eligible purchases.

    You can continue using the account to pay for medical costs after changing jobs or retiring. After age 65, you can withdraw HSA funds for non-medical purposes without a penalty (though subject to income tax).

    If you have an HDHP, opening an HSA is a smart way to build up a dedicated health care savings fund while reaping significant tax benefits along the way. With triple tax advantages and funds that are yours for life, HSAs provide a powerful way to prepare for current and future medical costs.

    GMS Can Help Guide You

    At GMS, we understand the value of an HSA in helping our clients save money while preparing for health care expenses. That’s why we offer HSA administration services alongside our comprehensive suite of PEO solutions. Our team of experts are here to guide you through the process of setting up and managing an HSA that works seamlessly with your HDHP, providing you with the support and guidance you need.

    With GMS as your partner, you can maximize the tax advantages of an HSA while streamlining compliance and strengthening your overall employee benefits program. By collaborating with a PEO like GMS, business owners can ensure their workforce gains access to HSAs and other benefits plans. Through tailored guidance, support, and an array of benefits options, GMS empowers businesses to enhance their offerings, fostering satisfaction and financial security. To learn more about our benefits offerings, contact us today.

  • Navigating the complexities of human resources can be daunting, especially for small businesses with limited resources. From payroll processing to benefits administration and compliance with employment laws, managing HR functions internally often becomes overwhelming. That’s why a professional employer organization (PEO) provides comprehensive services for businesses that need help. By partnering with a PEO, businesses can access expert HR support, streamline operations, and focus on their core activities, saving time and money in the long run.

    There are several misconceptions about what it means to partner with a PEO. Fortunately, we’re here to help answer your questions. We’ve debunked a few common myths about partnering with a PEO.

    Myth: PEOs Take Over Control Of Your Business

    Fact: A PEO doesn’t take over your company; it’s a partnership.

    No one wants to lose control of their business. Contrary to popular belief, hiring a PEO won’t result in a takeover; instead, PEOs partner with companies to provide expert guidance and support, enabling more informed business decisions that can save time and money. 

    The confusion often arises from the co-employment model that PEOs use. While it may sound like your staff is now part of the PEO’s company, this model allows PEOs to take on HR responsibilities and liabilities without interfering with your business operations. This means that while the PEO handles tasks such as payroll, benefits administration, and compliance, you maintain complete control over your day-to-day operations and decision-making processes. 

    In addition, partnering with a PEO enhances your business’s buying power. By pooling employees from multiple companies, PEOs can negotiate better rates on benefits packages. This allows you to offer your team benefits comparable to those of a Fortune 500 company, making your business more attractive to top talent and helping with employee retention.

    Myth: PEOs Decide Who To Hire And Fire

    Fact: You retain complete control over your staffing choices.

    When partnering with a PEO, you control your staffing decisions. PEOs are there to streamline and support the hiring process, but the final decision always rests with you. 

    PEOs can significantly enhance the efficiency of your hiring process by screening applicants and presenting only the most qualified candidates. This saves you time and ensures access to a top-tier talent pool when hiring. However, the ultimate choice of who to bring on board remains entirely in your hands, preserving your control over the composition of your team. 

    In addition, PEOs provide comprehensive employee management systems that offer valuable tools for tracking employee progress and documenting incidents such as poor performance or inappropriate behavior. These systems enable you to monitor performance effectively and maintain detailed records. Should you need to make the difficult decision to terminate an employee, having thorough documentation helps safeguard your business against potential legal challenges.

    Myth: Small Businesses Can’t Benefit From PEOs

    Fact: PEOs are especially helpful for small businesses.

    You don’t need to run a large corporation to take advantage of a PEO’s services. Small businesses face many challenges regarding HR functions, much like their larger counterparts. A small company might have one person wearing many hats, making managing payroll, navigating compliance issues, and handling employee benefits overwhelming and time-consuming. These tasks often lead to late hours, costly inefficiencies, and the potential for errors that can have significant financial and legal repercussions. 

    A PEO can alleviate these burdens by providing specialized expertise and support in managing HR functions. By partnering with a PEO, you can gain access to a team of HR professionals who are well-versed in the complexities of HR and regulatory compliance without having to hire a full-time HR professional. This ensures accuracy and efficiency and frees up valuable time for you and your managers to focus on core business initiatives. 

    Myth: PEOs Are Too Expensive

    Fact: PEOs are an intelligent investment

    Investing in a PEO is a strategic decision for businesses of all sizes. While PEOs typically charge a fee per employee per month, the significant saving in HR functions and overall operational efficiency typically offsets the cost. 

    PEOs bring expertise to your business, streamlining HR and identifying and resolving costly issues before they escalate. Their proactive approach to HR management ensures that common pitfalls and compliance risks are addressed, preventing the “inevitable HR issues” that can disrupt business operations and lead to financial penalties.

    Myth: PEOs Damage Company Culture

    Fact: PEOs can enhance your company culture

    Like most organizations, you take great pride in your workplace’s culture. Culture is carefully built and requires considerable effort to maintain, so understandably, you want to protect it. Contrary to concerns that partnering with a PEO might harm your company culture, PEOs can enhance it. 

    PEOs provide access to top-tier benefits and a wider pool of resources, which can significantly contribute to a positive work environment. This leads to higher employee satisfaction and morale, which are critical components of a strong company culture. 

    Additionally, PEOs offer onboarding and training and development support, which can further reinforce your company’s values and goals. By providing opportunities for professional growth and development, PEOs help employees feel more engaged and invested in the company’s success.

    This enhances individual performance and fosters a collaborative and motivated workforce.

    PEOs also help create and maintain comprehensive employee management systems, including performance tracking, feedback mechanisms, and conflict resolution processes. These systems help ensure that your company culture remains positive and productive by addressing issues promptly and effectively. A PEO partnership enables you to maintain the essence of your culture while benefiting from the additional support and resources that a PEO provides.

    Partner With GMS 

    PEOs like GMS offer a range of benefits while saving you time and money in the long term. Over the past 25+ years, GMS has helped over 3,500 companies manage their HR functions. As HR experts, we take on the administrative burdens that companies don’t have the time or expertise to manage effectively, including:

    Contact us today to talk to one of our experts about how a PEO can help our company improve its HR functions.

  • The complex calculations, meticulous record-keeping, and strict regulations make payroll a daunting task. As a small business owner, you’re already juggling numerous responsibilities, from managing daily operations to strategizing for growth. Using your valuable time on payroll can divert your attention from what’s most important – building your business.

    Streamlining payroll processing can help you reclaim your time while also ensuring your employees are paid accurately and on time. Integrated payroll services combine payroll processing with other essential business functions, such as HR and benefits administration. With integrated payroll processing, you can reduce administrative burdens, maintain compliance with tax and labor laws, and boost efficiency.

    The Challenges Of Payroll Management For Small Businesses

    Payroll management can be challenging for small business owners, impacting productivity and financial health. Manual calculations and record-keeping are tedious tasks that take up valuable time and resources.  That time adds up quickly, highlighting the substantial burden these processes can inflict.

    Not only are manual calculations time-consuming, but they can also lead to filing errors and compliance issues. Human errors in payroll processing can lead to serious consequences, including legal penalties and upset employees. In fact, 40% of small to mid-sized businesses are penalized by the Internal Revenue Service (IRS) due to inaccuracies in their payroll filings, incurring fines costing around $845. These complex regulations require extensive knowledge and attention to detail, as minor errors can be expensive.

    What Are Integrated Payroll Services?

    Integrated payroll services go beyond traditional payroll processing by also covering other critical business operations. This could include HR management for employees, timekeeping systems for accurate hour tracking, and benefits administration for health insurance and retirement plans. These comprehensive services consolidate all aspects of employee management into one system, eliminating the need for multiple platforms and reducing manual data entry. By integrating payroll with HR and other functions, businesses can save time and resources while enhancing accuracy.

    The Benefits Of Integrated Payroll Services

    Small businesses can gain significant advantages from integrated payroll solutions. From automating calculations to ensuring compliance, integrated payroll systems streamline payroll processing and simplify administrative tasks. You can expect the following when you utilize an integrated payroll service:

    Time savings

    When you use an integrated payroll service, you can save time and effort in managing payroll tasks. reducing the time spent on manual calculations. Data entry and processing are streamlined into a single platform, increasing operational efficiency. Integrated payroll services also provide real-time updates and reporting, allowing you to make swift decisions regarding your business and employees.

    Increased accuracy and compliance

    Integrated payroll greatly enhances accuracy and compliance in payroll management. By automating tax calculations and filings, these systems ensure that deductions and contributions are calculated correctly and submitted on time, reducing the risk of errors. Furthermore, integrated payroll services are designed to stay up to date with federal, state, and local regulations. This helps you remain compliant with the latest legal standards and protects your business from penalties and fees.

    Simplified HR management

    Alongside optimizing payroll, integrated payroll services incorporate crucial HR functions into the same system, simplifying HR management. Integrated payroll assists in facilitating data collection and employee benefits enrollment, making onboarding new hires a smooth process. They also improve the accuracy of time and attendance tracking by automatically recording work hours, leaves, and overtime. With combined systems, employees can easily manage their health insurance plans, retirement contributions, and other benefits, streamlining benefits administration.

    Cost efficiency

    Helping businesses save time and resources, integrated payroll services ultimately reduce overall expenses. By simplifying payroll and HR processes with automations, these systems minimize administrative overhead and reduce the need for dedicated payroll staff. With the accuracy of integrated payroll, businesses can also mitigate the risks of costly penalties due to human error. You can also adjust your integrated services based on the growth of your business, easily adding or removing features as needed without incurring extra costs.

    Enhanced employee experience

    Integrated payroll services aren’t just a great tool for business owners; they also provide numerous benefits for employees. Self-service portals allow employees to access their pay stubs, tax forms, and other important documents. Having this information provided transparently and readily available builds trust and limits the need for manual requests and inquiries.  Additionally, integrated payroll services can improve communication between employees, HR, and payroll departments by centralizing payroll and benefits information.

    What To Look For In An Integrated Payroll Service Provider

    Choosing the right integrated payroll service provider for your business requires careful consideration. An integrated payroll system should smoothly fit into your current operations, making it simpler and more efficient. Look out for the following features when searching for an integrated payroll service that suits your needs:

    • Automation and integration: The integrated payroll service you select should automate payroll processing, tax filings, and other HR tasks. It should also easily communicate data with your other tools or systems.
    • Compliance tools: Your integrated payroll system should receive automatic tax updates and have built-in compliance features for adhering to regulations and audits.
    • Employee self-service portals: Employees should be able to access paystubs, tax information, and benefits through a user-friendly self-service portal that lets them update personal details.
    • Flexibility for growth: As your business grows, your integrated payroll solution should also adapt, allowing you to adjust services as your needs evolve.

    How To Implement Integrated Payroll

    Once you’ve found the perfect fit for your business, begin integrating your new payroll system by planning and communicating the transition to your employees. Start by establishing a clear transition timeline and secure technical support to encourage an efficient rollout of your new integrated payroll system. Next, consider how your existing data will be migrated to the new integrated system. Your new service provider can help facilitate a smooth and accurate transfer of employee and payroll information. Additionally, ensure your employees are comfortable with the new system by providing training sessions that familiarize your team with the self-service portal and other functions.

    Payroll Management With GMS

    Managing payroll and keeping up with tax regulations can be a complex and time-consuming task for small business owners. A professional employer organization (PEO) like GMS can turn the burden of payroll management into a strategic advantage with our integrated HR solutions.

    GMS Connect, our fully integrated HR information system (HRIS) offers access to tools for payroll, benefits, HR, recruiting, performance management, and more. With GMS Connect, you can manage your business’s payroll and HR functions from anywhere, on any device with internet access.

    Our payroll processing services include a user-friendly online system for , streamlining your workflow. Once you input your payroll data, GMS experts handle all the details associated with filing taxes, from ongoing maintenance to compliance. Contact us today to transform your payroll management and HR operations!

  • As a business owner, ensuring the health and safety of your team should be a top priority. Your employees’ work and productivity are vital to keeping your business running smoothly, and any threat to their safety can significantly impact your business’ operations. While maintaining a safe working environment involves several factors, there are specific legal obligations you must adhere to.

    Under the U.S. Department of Labor, the Occupational Safety and Health Administration (OSHA) has established comprehensive guidelines that businesses must follow. These guidelines extend beyond the physical workplace, including emergency plans, proper documentation, and more. While a few businesses are exempt, which we will discuss later, most companies must comply with OSHA regulations regardless of size. Non-compliance can lead to significant fines, legal consequences, and reputational damage that may be challenging to recover from.

    Prioritizing OSHA compliance not only ensures the safety and health of your team but also fosters a culture of responsibility and care within your organization. By doing so, you mitigate risks and contribute to a more productive and motivated workforce, which can ultimately drive your business toward sustained success. In other words, OSHA compliance is not just a legal obligation but a strategic move that can enhance your business’ performance and reputation.

    Exempt And Partially Exempt Businesses

    While most businesses are required to comply with all OSHA regulations, several factors determine whether your business falls under OSHA’s jurisdiction and the extent of compliance needed:

    • Small business exemptions: Companies with 10 or fewer employees are partially exempt from OSHA. While they must still comply with specific reporting requirements, they are not required to maintain records of illnesses or injuries unless directed otherwise by OSHA.
    • Industry-specific exemptions: Depending on the industry, businesses with 10 or more employees may still be partially exempt from OSHA’s recordkeeping requirements. Low-risk sectors, such as payroll services and research and development, for example, have reduced OSHA responsibilities and are only required to comply with specific regulations.
    • Location-based exemptions: OSHA has reviewed and approved 22 state employee safety programs. If your business operates in one of these states, you must follow the specific regulations set forth by the state’s safety program rather than federal OSHA regulations.
    • Self-employed exemption: This only applies to businesses where the owner doesn’t have employees. Once a business owner hires one or more employees, they become subject to OSHA regulations.
    • Federally or state-regulated industries: These industries include mining and milling, aviation, churches and religious establishments, to name a few. While these organizations do not fall under OSHA, they must adhere to their industry’s specific regulations to ensure the health and safety of their workers.
      It’s critical to understand your business’ required level of compliance. In addition, as your business grows, it’s important to regularly revisit your health and safety practices to ensure ongoing compliance, as your status may change.

    OSHA Requirements For Employers

    As a business owner, you are responsible for providing a safe workplace free from serious hazards. Workplace injuries can significantly impact your employees, reducing productivity and morale. Unsafe work environments often result in increased absenteeism, as injured employees may require extensive time off, which in turn places additional labor demands on the remaining staff. This can lead to burnout, disengagement, and even more injuries due to fatigue. Investing in the health and safety of your team can save you time and money in the long term.

    Beyond creating a safe work environment, OSHA also requires you to implement and maintain several key safety protocols and practices, including:

    Emergency plan

    A clearly defined emergency action plan (EAP) is essential in a crisis requiring employees to evacuate the workplace; this plan should outline the procedures for exiting the building or work zone safely. Ensure all staff members know the EAP and that it’s in an accessible area for easy reference, such as the cafeteria or a common gathering area. Regular drills and updates to the plan will help keep employees prepared and aware of the proper actions to take during an emergency.

    Fire safety plan

    Similar to the emergency action plan, a written fire safety plan is required. In addition, marked exits that are always obstruction-free are mandatory. If you choose to keep fire extinguishers onsite, while not required by OSHA in most cases, it’s essential to train your employees on proper use.

    Safety tools and training

    As an employer, you must provide all necessary tools and safety equipment for your team. This varies depending on your industry, but personal protection equipment (PPE) while operating heavy construction equipment is one example. Additionally, it’s crucial to ensure that employees are adequately trained in using and maintaining these tools. Regular training sessions will help maintain a high level of safety and proficiency.

    Personal protection equipment (PPE)

    PPE includes items such as head protection, gloves, masks, respirators, and eye, face, and ear protection. In industries where employees handle hazardous materials or work in dangerous environments, it’s your responsibility to provide the appropriate PPE and ensure your staff utilizes it effectively. Integrate regular training sessions and reminders into your workflow to reinforce proper usage.

    Documentation and reporting

    OSHA has specific documentation and reporting requirements for workplace injuries and illnesses. While you must report all cases to OSHA, the severity of the incident will dictate the reporting timeline. For instance, fatalities or amputations require you to file a report within eight hours of the incident, while less severe injuries require a report within 24 hours. Maintaining accurate records and adhering to these reporting guidelines are essential for compliance and employee safety.

    OSHA compliance is a serious task that can be time-consuming and costly. If you’re not sure where to start , this OSHA compliance checklist will help ensure you’re on the right track. However, if you’re seeking more assistance, partnering with a professional employer organization (PEO) like GMS can be highly beneficial.

    How GMS Can Help

    As a small business owner, you can take extensive measures to create a safe working environment, but accidents may still happen; having a plan for when they do occur is the best way to ensure your team and your business are as protected as possible. GMS’ workers’ compensation experts work closely with your company to create a comprehensive risk management plan to keep your employees safe while also saving you money. In addition, our experts are always ready to help you navigate claims in real time. Our partnership with CarivaCare provides our clients with 24/7 access to the workers’ compensation nurse triage program. This program offers employees a neutral, third-party medical professional to report any injuries on the job.

    PEOs like GMS not only ensure compliance with OSHA but also implement cost-containment and loss-prevention strategies to lower workers’ compensation rates and save your hard-earned money. Contact us today, and let us help you create a safer and more compliant workforce!

  • The United States health care system has undergone significant changes over the past few decades. While it was once viewed as a global leader, rising costs and strained resources have created challenges in providing accessible, affordable care for Americans.

    Many individuals face long wait times to receive treatment and lack convenient access to providers, especially in rural or underserved areas. This further escalates the situation, creating disparities in health outcomes across different communities. Turn to innovative solutions like telehealth to address these issues and meet your employees’ evolving needs.

    Telehealth offers a promising approach to delivering quality care directly to members, regardless of their financial situation or geographic location. By leveraging virtual consultations, remote monitoring tools, and digital resources, you can enhance health care accessibility while controlling costs.

    Enhancing Accessibility And Reducing Wait Times

    Healthy employees are good for every business. Telemedicine allows employees to contact doctors for a free consultation, allowing them to connect virtually with providers within hours instead of weeks or months. Telemedicine also allows you to avoid time-consuming visits to the doctor or unnecessary trips to the emergency room.

    For those managing chronic conditions in rural areas with few specialists, telehealth provides a convenient alternative with the use of virtual consultations. Insurers can leverage remote monitoring tools to help members control chronic issues. Telehealth also increases access to mental health resources that were previously limited, especially in underserved areas.

    Making Health Care More Affordable

    In addition to accessibility, telehealth supports proactive, preventative care that reduces long-term costs and burdens on the system. During virtual visits, you can gather real-time health data to identify risk factors early. With this data, providers can give personalized care plans, routine check-ins, and guidance to help members make cost-effective decisions, preventing conditions from worsening and avoiding expensive treatments.

    The convenience of telehealth saves you and your employees time by eliminating travel and sitting in waiting rooms. It also limits the need to take time off work to fit an employee’s ailments into a doctor’s schedule. Telehealth allows insurers to be proactive rather than reactive.

    Quick, Convenient Telehealth Access For Employers

    At GMS, we recognize the potential of telehealth to transform health care accessibility and affordability for our members. Our telehealth services connect members with providers virtually for urgent care, primary care, mental health support, chronic condition management, and more.

    We leverage real-time health data to provide proactive, personalized care plans that prevent issues from escalating. Our goal is to empower our members with the resources and guidance they need to make informed, cost-effective decisions about their care.

    As we continue investing in telehealth, GMS is committed to driving the evolution of the health care industry. We aim to deliver a truly accessible, affordable, and high-quality virtual care experience that improves outcomes and reduces burdens on the system. Partner with GMS to stay ahead of the digital health care curve; contact us today!

  • Conflicts are inevitable in any workplace where multiple people collaborate. Misunderstandings, miscommunications, and bad days happen to everyone, even in the most high-functioning and friendly teams. Cultivating a work culture that promotes trust and transparency can help your team recover from disputes quickly, limiting issues with productivity and the impact on your bottom line.

    While each dispute will likely be different and require a unique approach, having a straightforward process in place helps your team know what to expect and ensures that issues are dealt with in a timely manner. Conflicts can arise for various reasons, from seemingly small things, such as miscommunication of expectations, to more significant issues, such as rude or blatantly inappropriate behavior. Establishing a structured approach to conflict resolution can effectively address these issues, maintain a positive work environment, and boost morale.

    Why Trust And Transparency Matter During Conflicts

    Having a culture of trust and transparency is beneficial not only because it boosts performance and engagement but also because it helps reduce the chance of conflict. When disputes arise, high trust and transparent cultures are better equipped to handle them.

    When trust exists in the workplace, individuals are more likely to approach conflicts with a collaborative mindset, fostering a sense of unity. On the other hand, transparency helps to create a sense of security among team members during conflicts.

    When the process for resolving disputes is clear and open, individuals know what to expect and feel more at ease, knowing that issues will be handled fairly. This security allows team members to focus on finding solutions rather than worrying about hidden agendas or unfair treatment. Together, trust and transparency build a foundation for effective conflict resolution, leading to stronger relationships and a more cohesive team.

    Handling Conflicts In Small Teams

    When conflicts arise, it’s crucial to have a clear plan detailing what to do and who should be involved in the resolution process. Addressing disputes swiftly prevents long-term problems and maintains a positive work environment. Here’s a loose framework to help you get started:

    1. Identify a designated conflict resolution team or individual. While having multiple team members trained in mediation techniques can be beneficial, having at least one member of your staff trained is crucial. This person or team should be impartial, skilled in conflict resolution, and have a thorough knowledge of your workplace policies.
    2. Prioritizing active listening is essential in understanding the perspectives and concerns of everyone affected by the conflict. During these discussions, managers should pay attention to the team members’ common goals and values and misalignments that may have contributed to the conflict. Highlighting common goals can help shift the focus from differences to shared objectives, fostering a collaborative approach to resolution.
    3. Create a safe and respectful environment where all parties feel comfortable expressing their views without fear of retribution. Encourage open dialogue and ensure that everyone has a chance to speak. This can help uncover the root causes of the conflict and facilitate a more comprehensive resolution.
    4. After identifying the issues, include all relevant parties in brainstorming potential solutions. Collaborative problem-solving encourages buy-in from everyone involved and can lead to more effective and sustainable outcomes. It’s essential to consider various perspectives and strive for a resolution that addresses the concerns of all parties.
    5. After agreeing on a solution, it’s crucial to implement it promptly and monitor its effectiveness. Follow up with the involved parties to ensure the resolution is working and no further issues have arisen. This ongoing support can help reinforce positive changes and prevent the conflict from recurring.
    6. Documentation is an essential aspect of conflict resolution. Keep detailed records of the conflict, the steps to resolve it, and the outcome. This documentation can be helpful for future reference and can help identify patterns or recurring issues that may need to be addressed on a broader scale.

    Proactive Conflict Resolution Strategies

    When a conflict arises, there are various ways to handle it, but taking a proactive approach to limit the chances of conflict should be a top priority. One effective method is ensuring clear communication is a shared priority among all team members. This involves structured opportunities for managers and team members to provide feedback, which aids in addressing concerns before they become more significant. Encouraging transparency and openness in communication can significantly reduce the risk of misunderstandings and miscommunication.

    Another effective strategy is regularly offering opportunities for teams to collaborate. When team members work together, they build stronger relationships and better understand each other’s strengths and weaknesses. This familiarity fosters a sense of camaraderie and belonging, which is crucial for creating a positive work environment. A cohesive team is less likely to encounter frequent conflicts and more likely to handle conflicts constructively when they do occur. In addition, the sense of belonging can boost productivity and retention efforts.

    How GMS Can Help

    Handling employee disputes is one of the many tasks you must juggle as a business owner. Partnering with a professional employer organization (PEO) like GMS is one way to elevate some of your administrative burdens so you can focus on growing your business.

    Through our comprehensive employee performance management service, we can help:

    • Demystify the approach to implementing performance management for any type or size of organization
    • Recommend the best way to set up an employee appraisal and review process
    • Optimize or change a current review process based on what is and is not working with a current process or method
    • Assess and develop employee performance review forms
    • Through review scores and feedback, identify top and bottom performers, leading to conversations regarding promotion, training, discipline, or termination
    • Move an organization to an online, electronic system for maximum efficiency when conducting a review process

    Let GMS save you time and money. Contact us today!

  • One of the most challenging aspects of being a small business owner and managing employees is navigating layoffs and redundancies. Layoffs refer to when an employee is dismissed from their role due to various reasons, from financial setbacks to restructuring. Redundancy occurs when a job is no longer necessary for business operations. These processes can strain a business’s functionality and economics while also significantly impacting the lives of affected employees.

    Downsizing can be incredibly challenging for all parties working through this emotional and professional hardship. Employees undergo uncertainty and stress as they face the prospect of securing a new job, while employers must manage the difficult task of delivering the tough news and keeping morale high among the remaining staff. As a small business owner, it’s imperative to handle this procedure with compassion and professionalism to ensure a smooth transition for everyone involved.

    Preparing For Layoffs And Redundancies

    Before resorting to layoffs or redundancies, it’s important to understand why these tricky decisions might be necessary for your business. Economic changes, shifting market demands, and company reorganization tend to be common reasons for job cuts. Early warning signs such as declining revenue or budget cuts can signal impending layoffs, giving employers and employees time to prepare.

    Once the complicated choice has been made to eliminate certain roles, the layoff process must be addressed with care. Start by understanding the legal obligations and compliance requirements associated with layoffs and redundancies. This includes adhering to notice periods, maintaining proper documentation, and respecting employee rights. After you’ve comprehended the legal aspects of this decision, it’s crucial to openly communicate with all employees affected by this change to maintain trust.

    Showing Respect During The Difficult Conversation

    Informing employees they have been let go isn’t easy, but it’s essential to handle it with respect. To show respect, have a one-on-one conversation with each directly affected employee, and maintain an equal balance of empathy and honesty. Demonstrate empathy by expressing your appreciation for their contributions and acknowledging how this decision affects their livelihood. Delivering the news with compassion shows genuine understanding and concern about your employee’s well-being.

    Honesty during this challenging conversation is just as necessary as empathy. When communicating with an employee being laid off, directly and transparently explain the reasons behind the decision, without relying on empty promises. Allow space for questions and expressions of emotion. To show your support, offer resources on unemployment benefits and career transition programs. Prioritizing respect throughout this process shows your departing employees they are valued during the transition.

    How To Support Employees Through Transition

    Layoffs affect more than just the employees who are let go . In fact, nearly 74% of employees report a drop in their own productivity following a layoff within their company. While the immediate impact falls on the departing employees, the consequences extend throughout the company. To promote a smooth transition and calm any concerns, it’s necessary to:

    Communicate with empathy and transparency

    Delivering the news of layoffs to the whole team is a delicate task that requires openness and sensitivity. Maintain the same honesty given to departing employees and clearly communicate the reasons behind the layoffs or redundancies to the rest of the team. To display empathy, listen to your employees’ concerns and acknowledge their emotions towards their colleagues being let go. By communicating with transparency and sensitivity, you can help your employees better grasp the situation and reduce feelings of uncertainty and fear.

    Acknowledge which teams are impacted

    When experiencing layoffs or redundancies, it’s inevitable that remaining teams will be affected by the loss of colleagues and the rebalancing of workloads. Directly identifying which teams are impacted can help mitigate the anxiety or stress that may arise among employees. The remaining teams may face increased workloads, shifts in responsibilities, and changes in team dynamics. To assist during these changes, you can provide support and guidance on how to navigate the transition. Prepare to answer questions about how each team is affected and offer resources to work through challenges that may arise.

    Strategize to redistribute workloads effectively

    To ensure responsibilities are being reassigned evenly and fairly, it’s crucial to approach redistributing workloads in a strategic manner. Simply piling leftover tasks onto existing employees can lead to burnout and decreased productivity. Instead, assess each team member’s current workload capacity and preferences before adjusting individual duties. Furthermore, consider which tasks can be combined or even eliminated altogether to consolidate the amount of reallocated work. Ultimately, understand that you may need to adjust deadlines or prioritize critical projects to fully support employees and avoid overwhelming them.

    Maintaining Team Morale

    Ensuring team morale remains positive is key to maintaining a sense of unity during a period of transition. To help employees feel supported, facilitate an open dialogue to answer questions throughout the entire process. Scheduling regular check-ins and instating an open-door policy provides your employees with a safe space to voice their questions as they come up. By addressing ongoing concerns transparently and promptly, you can reduce worry and promote trust.

    When employees are let go, there is often an opportunity for remaining employees to step up and take on a more active leadership role. While established roles are being redefined, it’s an appropriate time to encourage employees to express their ideas and contribute to decision-making processes. This not only develops leadership but also reinforces the message that growth and advancement are still possible during this transitional period.

    Rebuilding And Moving Forward

    While layoffs are a difficult experience, they can help identify areas for improvement and promote overall positive change. Reflect on lessons learned throughout the layoff process and evaluate what could be done differently in the future. Once you’ve assessed the process, document your layoff procedure and note necessary adjustments to strengthen your business moving forward.

    To avoid similar situations in the future, determine the factors that led to the necessity of layoffs and how to anticipate them. Layoffs and restructuring offer an opportunity to reexamine current operations and consider what can be improved. This includes exploring alternative revenue streams and prioritizing proactive cost-cutting measures to boost your business’s finances and prevent future job cuts. By taking these steps, you’re preparing your business for long-term stability and creating a more secure work environment for all employees.

    Managing Employees With A PEO

    Managing employees can be overwhelming for small business owners, especially during challenging transitions like layoffs. A professional employer organization (PEO) like GMS offers comprehensive HR support, from managing employee performance to handling unemployment claims. By partnering with GMS, you gain access to specialized expertise, ensuring layoffs are legally compliant and handled compassionately. Contact us today to learn how our team can help you navigate these difficult transitions.

  • South Carolina recently became the fifth state to enact a law regulating earned wage access (EWA) providers. The new law, signed by Governor Henry McMaster, takes effect on November 21, 2024.

    The Rise of Earned Wage Access

    Earned wage access allows employees to access wages they have already earned before their next payday. This helps employees meet unexpected expenses without having to pay late fees, overdraft fees, or resort to predatory payday loans.

    As EWA grows in popularity, some states and the federal government have considered enforcing stricter regulations that would classify it as lending. However, the industry has successfully advocated for laws like those in South Carolina that provide oversight without the burdens of lending laws.

    Key Provisions Of The South Carolina EWA Law

    • EWA is not considered a loan under the law
    • EWA providers must register annually with the SC Department of Consumer Affairs (DCA)
    • EWA providers must offer employees at least one no-cost option to access earned wages
    • Employees can discontinue EWA services at any time without penalty
    • EWA providers must disclose all fees associated with the service
    • Providers must report annual data like revenue, complaints, and transaction volume to the DCA

    South Carolina joins Kansas, Missouri, Nevada, and Wisconsin in implementing EWA regulations that avoid treating these services as loans subject to lending laws.

    EWA Benefits For Small Businesses

    EWA provides valuable financial flexibility for employees while helping small businesses attract and retain top talent. EWA is a beneficial tool that small businesses can leverage to foster a financially healthy, engaged, and loyal workforce. By providing employees with the financial flexibility they need, employers create a supportive and attractive work environment. With GMS’ payroll and human resources expertise, we can provide resources to integrate an EWA solution for your workforce.

    GMS stays up to date on rapidly evolving regulations like South Carolina’s new EWA law. We ensure your business remains compliant while offering benefits that give you a competitive edge in recruitment and employee satisfaction. Contact our team of HR experts today to learn more about how we can support your small business needs.