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  • As a small business owner, you are responsible for the operations of your business. Whether it’s hiring and recruiting new employees, onboarding, paying your employees, or offering them benefits, your hands are full. How often do you have the chance to sit down and think about how you will grow the revenue-building side of your business?

    Professional employer organizations (PEOs) work diligently with small business owners to provide them with the same buying power as a larger business through a co-employment relationship. Hiring an in-house HR professional consumes too much time and money, especially when you already have a limited number of employees. PEOs have experts in all aspects of your business you need assistance with. Whether you have workers’ compensation or employee benefits questions, our team of experts is there to assist.

    Small business owners who partner with a PEO have streamlined all aspects of their business. Instead of outsourcing payroll, workers’ compensation, employee benefits, unemployment, and risk management to third parties, a PEO consolidates these to work as a one-stop shop. Partnering with a PEO will allow you to reduce certain expenses and liabilities as the employer. Continue reading to see how PEO services can help your business thrive.

    Services A PEO Provides Small Businesses

    Stellar Customer Support From A Designated HR Professional

    As your business continues to grow, you may discover you no longer have the capacity to manage the administrative tasks or keep up with all HR-related duties. A PEO manages a range of responsibilities for your business from payroll to employee benefits. The duties of the PEO in the relationship are to focus on all administrative work so you can focus on what really matters in your business, revenue-building. Partnering with a PEO, like GMS, will save your business in the following ways:

    • Greater buying power
    • Increased employee retention
    • Smoother onboarding process
    • Free up your time
    • HR compliance, portal, and audits
    • Employee recruitment and training 

    Innovative Payroll Processing Technology

    As an experienced small business owner, you know how much time it takes to manage payroll and tax filings. What if there was a way to eliminate this task that would save you time and money? At GMS, we combine our proprietary technology with dedicated HR services and support from our experts to provide you with the absolute best. Questions to ask yourself to determine if partnering with a PEO will benefit your business from a payroll standpoint: 

    • Do you offer your employees a direct deposit option?
    • Are you spending too much time keeping up with taxes and IRS regulations?
    • Do you feel like you’re filling too many roles and don’t have time to grow your business?
    • Do you feel like you use your smartphone for everything and work on the go?

    If you answered yes to any of these questions, GMS is here to help. Our experts work diligently to decrease payroll tax liabilities, keep track of deductions, provide your employees with a web-based payroll system with 24/7 access, and so much more.

    A Dedicated Team To Ensure Compliance

    Many small business owners struggle to stay ahead of the risks that are associated with workers’ compensation and workplace hazards. There are more than 4.1 million workers who suffer a serious job-related injury or illness every year according to OSHA. With the right risk management solution, you’ll create a safer work environment for your employees, resulting in fewer claims and a lower workers’ compensation insurance rate.

    Partnering with GMS gives you access to our risk management services like workers’ compensation, claims management, and workplace safety. Protect your employees and your business now and outsource your risk management services. 

    Provided With Best-In-Class Benefits

    Whether you want to keep or attract quality employees, you must offer a benefits package. If you have an existing benefits package, a PEO will provide additional resources that will gain applicants’ attention. Any business that isn’t leveraging a PEO or an online benefits platform is wasting valuable time and money. At GMS, we understand that managing pay stubs and W-2s, tracking time, or doing job costing and labor distribution can be time-consuming. However, we provide our clients with an online employee self-service portal that gives employees access to costs of medical services, RX pricing, ID cards, detailed EOB and coverage information, claim details, and much more. 

    GMS will offer you and your employees flexibility, control of premiums, access to data and networks, and overall options that you can’t find anywhere else. The following is a list of benefits you can offer your employees once you partner with a PEO:

    • Benefit coverages: medical, dental, and vision
    • Flexible spending account
    • Health savings account
    • Life, accident, and critical illness
    • Short-term and long-term disability insurance
    • Comprehensive 401(k) plan that’s integrated with payroll
    • Pet insurance
    • Pre-paid legal
    • Telemedicine 
    • Diabetic management program

    Make group health coverage less confusing and partner with GMS today. 

    Partner With A PEO Today!

    At GMS, we do it all. GMS can provide any level of support you need, regardless of whether you choose one service or all of them. From payroll management to benefits and anywhere in between, our team of experts is here every step of the way when you choose to partner with GMS. By outsourcing your business, you can reduce liability and increase your efficiency. That way, you can focus on the aspects of your business that will help you grow externally. Make your business simpler, safer, and stronger by partnering with GMS today. Get a quote here. 

  • Ohio Governor Mike DeWine signed into law Ohio Senate Bill (S.B.) No. 215. This will permit any “qualifying adult” to legally carry, possess, or conceal a handgun without a license, background check, or training requirements.

    Individuals who are considered a qualifying adult include:

    • Those who are 21 years of age or older
    • Legal residents
    • Not a fugitive 
    • Not a subject to a protection order
    • Have not been hospitalized or adjudicated mentally ill
    • Have not been dishonorably discharged from the military 
    • Do not have a conviction or delinquency for a felony, a drug offense, domestic violence, one misdemeanor offense of violence within three years or two within five years
    • Are not otherwise forbidden under state or federal law

    Before this bill, in order to obtain a concealed handgun license in Ohio, an Ohio resident must:

    • Submit an application to the county sheriff
    • Pay an initial $67 fee
    • Pass a background check
    • Complete eight hours of training
    • Pass a written exam

    What This Means For Employers

    The law still authorizes employers to establish, maintain, and enforce policies prohibiting individuals from carrying handguns or firearms in company buildings or within company vehicles. Private employers are “immune from liability in a civil action for any injury, death, or loss to person or property that allegedly was caused by or related to a [person] bringing a handgun onto the premises or property of the private employer, including motor vehicles owned by the private employer, unless the private employer acted with malicious purpose.”

    The main change for employers to be aware of under the new law involves the storage of its employees’ guns in parked cars on company property. A law passed in 2017 allowed employees with a valid concealed carry license to bring firearms and ammunition in their privately owned vehicle onto their employer’s parking lots, as long as they follow specific guidelines. Senate Bill 215 now gives all qualifying adults the same rights effective June 13th, 2022. Employers should consider revising their current employment policies to reflect the new law.

    Protect Your Employees And Your Business

    Since rules and regulations are constantly changing, keeping your business operations up to date is important. Partnering with GMS will provide your business with experts that will handle these ever-changing rules and regulations. Are you worried about Ohio’s new firearm law’s effects on your business? GMS will provide onsite training to ensure your employees are compliant with the law. Do you need to update your employee handbook? Employees at GMS will work diligently to create a handbook corresponding to Senate Bill 215 and identify specific steps employees must take. Get a quote today.

  • The House and Senate passed the American Rescue Plan Act of 2021 in effort to temporarily expand eligibility to pay for health insurance through 2022. As a result of this act, Production Tax Credits (PTCs) were formed. According to Insurance NewsNet, “For Florida, the number of uninsured residents would grow by 24.8% according to the estimates in the study. It would also mean a five million dollar drop in total spending on health care for non-elderly residents in the Sunshine State.”

    Before the ARPA (American Rescue Plan Act of 2022), Congress implemented the Affordable Care Act of 2010 that initially started to allow PTCs to be available to states across the U.S. Florida residents make up 513,000 of the three million Americans at risk of losing healthcare coverage since speculation began that the Affordable Care Act wouldn’t be extended.

    Why Florida Residents Are Affected

    Florida falls into the category of a non-expansion state. A non-expansion state does not have to expand access to Medicaid or Medicare eligibility by the federal government. Other non-expansion states include Texas, Georgia, and North Carolina. If the extension doesn’t pass, residents in these states, specifically Florida residents below the federal poverty line (FPL), are more at risk of losing their healthcare coverage.

    According to FamiliesUSA, a healthcare advocacy organization, Florida resident premiums could go up 61% if the PTCs expire or health provisions are not extended. At this rate, health insurance rates would increase to $1.6 billion in 2023. 

    Partnership Benefits With A PEO

    As a business owner, we understand you want to offer your employees the best healthcare plan. By partnering with a PEO, we can offer a benefits plan sponsor that includes benefit coverages, a flexible spending account, a comprehensive 401(k) plan, and more. You will have access to a team of experts who will answer any questions you may have. Contact us today.

  • When you take your business online, you are offered a wide range of benefits; however, it also increases the risk of scams and cyber-attacks. Since the pandemic in 2020, there have been an extensive number of new challenges for businesses.

    Restrictions that were set by the government forced employees to work from home. In response, technology and the way of doing business have become even more digitalized. Although there is an increase in the need for technology, businesses still are not taking the right precautions to create a cyber-safe remote working environment.

    Continue reading to learn how your business can protect itself against cyberattacks.

    Secure Your Devices And Data

    A simple way to protect your business and employees from cyberattacks is by ensuring your devices and data are secure. Make sure you are regularly updating your operating system and security software. This will allow for necessary security upgrades to be installed to ensure there are no viruses. 

    If you don’t already have security software within your technology, implement it immediately. This will help prevent any viruses and phishing attempts. Be sure to include anti-virus, anti-spyware, and anti-spam filters. Remember, malware or viruses can infect all computers, laptops, and mobile devices throughout your entire business.

    Ensure You Use Multi-Factor Authentication 

    Multi-factor authentication is an approach to secure data and applications where a system requires a user to present a combination of two or more credentials to verify a user’s identity or log in. Utilizing this tool in your business adds an additional layer of security making it more challenging for hackers to gain access to your devices and online accounts. 

    Whether you have one employee or thousands, every business should utilize multi-factor authentication. Amongst you and your employees, there are tons of passwords and confidential information hackers can gain access to. Hackers utilize technology that enables them to test billions of password combinations every second. This makes 90% of user-generated passwords vulnerable to an attack. Implementing multi-factor authentication makes it harder for hackers to access your accounts by requiring a second piece of information from you to confirm your identity.

    Invest In Cyber Insurance

    The U.S. government’s Cybersecurity & Infrastructure Security Agency defines the purpose of cybersecurity insurance as, “designed to mitigate losses from a variety of cyber incidents, including data breaches, business interruption, and network damage.” For small to mid-sized businesses, there has been an increase in cyber-attacks and data breaches. Why? Well, these hackers know that most small businesses lack the resources that larger companies must protect their data, leaving them more vulnerable. 

    In 2021, there was a Kaseya ransomware attack that was later determined to have compromised data from more than 1,500 small to mid-sized businesses. The businesses that had cyber insurance came out from this incident way ahead of those businesses that didn’t have cyber insurance. There are a handful of different cyber coverages your business can invest in to protect itself from a cyber incident that leaves your pockets empty.

    Train Your Staff

    Companies that use employee-owned devices, make insecure connections, or use devices improperly are vulnerable to a host of network interferences. This is exactly why training your employees in cybersecurity awareness is a necessity within your business. Below is a list of steps you can take to ensure the safety of your confidential information: 

    • Make your cybersecurity problems aware to employees
    • Host training sessions to show your employees what they can do to ensure their information doesn’t get hacked
    • Teach your employees how to spot suspicious activity
    • Reinforce confidentiality 
    • Examine individual cases of cybersecurity breaches
    • Report suspicious activity in Outlook that sends your company updates on the types of emails or senders to look for

    How GMS Can Assist In Protecting Your Business

    We understand the complexity of cybersecurity. Our experts provide you and your employees with safety training and guidance on the steps you can take to ensure safety within your business. GMS can help business owners take a proactive approach to workplace safety through various services including onsite consulting, job site inspections, training, and more. Brett Kowalski, GMS’ IT Director, explains, “In today’s business world, cybersecurity threats are increasing at an alarming rate. The ‘bad guys’ are getting more and more sophisticated with how they can penetrate an unsuspecting company environment. I urge all business owners to invest in frequent cybersecurity training for their user groups and look at alternative services such as phishing tests, network penetrations tests, and other preventative options to keep their company’s computing environment and data safe and secure.”

    Contact us today to protect your business from cyber-attacks. 

  • Medicaid is undergoing a major expansion in the state of North Carolina. The bill, H.B. 149, was passed on June 2nd by the North Carolina Senate. This bill will expand Medicaid eligibility, allowing more than 600,000 North Carolinians to receive the life-saving health care they need. In addition to the Medicaid increase throughout the state, the bill contains a certificate-of-need (CON) law that expands nurses’ practice authority.

    The Importance

    One of the major attributes of passing the bill comes from the continued rise of inflation within the U.S. Over the past year, North Carolina has been overwhelmed by the increasing healthcare costs. Senator Ralph Hise, R-Mitchell addressed, “Everything is going up. But with the sector of cost rising farther than anything else, and that has been true for decades, is healthcare; and it’s not even close.”

    Hise mentioned several other factors that support the need for Medicaid in North Carolina:

    • Eight years of solid Medicaid budgets
    • Republican leadership in the General Assembly
    • Reform of the system associated with the Medicaid transformation in 2021

    What It Means

    Over the past year, North Carolina has ranked third in the nation for hospital closures. The bill further pushes insurance companies to cover telehealth visits, along with providing medical billing transparency. Patients must be notified at least 72 hours before a procedure or visit if they have an out-of-network provider.

    The bill also contains the SAVE Act, allowing nurses to practice without a doctor present. Senator Lisa Barnes, R-Nash Stated, “It’s a measure that doctors’ groups have opposed but is targeted to rural areas where staffing shortages have reduced access to health care.”

    How GMS Can Help

    GMS supports your business by ensuring you stay ahead of all legislative changes. As a result of the expansion of Medicaid, there will be various changes throughout the healthcare industry. At GMS, a benefits specialist can find a healthcare plan that gives your employees access to what they need. Contact us today to get started!

  • Since recruitment is an essential function of the human resources department, it’s important to have a strategic process in place. A recruitment process is a list of steps that gets you from the job description to the offer letter and ultimately, onboarding the new hire. It’s essentially a step-by-step approach to bringing in talented individuals who will help the company grow. The recruitment process not only helps attract the right kind of candidates, but it reflects the company’s values. Being able to understand how to optimize the job recruitment process can shorten the hiring cycle by 60% while also improving the quality of your hires. Continue reading to learn about the steps in the recruiting process.

    Step 1: Identify Your Needs

    Define exactly what you’re looking for in a candidate for each position. It’s essential to sit down with your team to determine the specific hiring needs for your open job positions. Make sure these requirements are precise, specific, and realistic. You may think it’s quite simple to replace a role for someone who just left. However, this step in the recruitment process tends to get more difficult when you’re starting from scratch for a position you’ve never had or you’re changing the responsibilities of a role.

    Step 2: Prepare The Job Description 

    Once you determine the candidate’s persona, write down a detailed job description. Creating a compelling and unique description will help you attract the most qualified candidates for your job. The job description summarizes the essential responsibilities, skills, and qualifications for the role. This is a very important step in the recruiting process. Your job description should include:

    • A clearly defined job title
    • The job overview 
    • Company overview 
    • Benefits
    • A list of responsibilities 
    • Required skills
    • Salary for the position 

    There are millions of job postings on the internet. Ensure you create a job description that will stand out from the rest. This is the beginning of marketing your company and your job to your future hire.

    Step 3: Create A Recruitment Plan

    After writing a detailed job description, sit down with your team to determine what the next best steps are. A recruitment plan will provide your team with an outline of the steps your company will take when filling the position. These strategies help businesses focus their efforts and resources on specific hiring strategies that will provide them with excellent candidates. Create a timeline for each step moving forward so you know exactly what you have to do to reach your end goal, an offer. On average, a new position takes 27 days to fill. Determine when and where you will conduct interviews. Have a deadline in place for when you need the position filled.

    Step 4: Start Searching

    When you start searching for candidates to fill the roles, it will be the most time-consuming step in the recruitment process. It takes time and patience to find the right candidate who is depicted in the first and second steps of the recruitment process. Utilize recruitment tools to cut down on search time. Below are ways in which you can best utilize your search efforts:

    • Create targeted ads (use social media platforms including LinkedIn, Indeed, and Glassdoor)
    • Engage with candidates who have applied in the past
    • Attend career fairs within the area
    • Employee referrals
    • Networking events

    Step 5: Recruit Top-tier Talent

    All companies want top talent to be a part of their team. However, these candidates most likely have many options. Your team must be strategic when recruiting these types of individuals. Especially in today’s tough labor market, attracting top talent is more competitive than ever. Companies need to be proactive so they can ensure that they attract the best talent and ultimately, keep them long-term. Below is a list of important factors to consider when looking for top-tier talent: 

    • Create a positive workplace culture
    • Treat current employees well
    • Know your best sources for talent
    • Plan your interviews based on the quality of talent
    • Be sure you verify candidates’ credentials
    • Make an offer fast
    • Keep in touch with quality candidates

    You need to ensure you make an offer fast to top-tier talent as they are most likely receiving a handful of other offers from other companies. Top candidates are only available for 10 days before being hired elsewhere. If they decline your offer and decide to go elsewhere, continue to stay in touch with them. It shows the candidate that you had a high interest in them, and you may find another position with your company that might be a better fit in the future.

    Step 6: Conduct A Phone Screen

    Once your team has found a handful of qualified candidates, it’s time to start interviewing. Prior to bringing the candidates in for a formal interview, conduct a phone screening to confirm they will be a good fit for the position. The phone interview step gives you the opportunity to ask preliminary questions and determine which applicants have met the necessary job requirements to move on to the next step, an in-person interview. This allows your team to narrow down the selection process and make sure you want to take the time to interview the candidate in person. Job candidates are interviewing your company the same way you’re interviewing them. Be sure you have a list of the top interview questions to ask before you begin this step. Questions to ask in a phone screen interview:

    • Tell me about yourself
    • Can you tell me about your background?
    • Why are you leaving your current employer?
    • What do you know about our company?
    • What are your salary expectations?
    • How soon would you be able to start?
    • Do you have any questions?

    Step 7: Interview In Person

    Following the phone screening interview and determining qualified candidates, it’s time to bring them in for an interview. These interviews should be conducted quickly after the phone screen interview. This step in the recruiting process should be unique and show the candidate what your company is all about. The cost of a bad hire adds up with the salary, training costs, hiring a replacement, etc. On average, companies lose $14,900 on every bad hire. Consider asking these questions to get the most out of your interview:

    • What type of impact did you make at your most recent job?
    • Tell me about a time you failed to reach a goal or complete a project. What happened, and why were you unsuccessful?
    • How would your colleagues describe you?
    • Name a work accomplishment that makes you proud. 
    • What motivates you?
    • Do you like working with a team or working alone?
    • When conflict arises at work, how do you handle it?
    • Where do you see yourself in the next five years?

    Be sure you are communicating with the candidate about where you are in the process and what the next steps are. Be sure to lay out the timeline so they know exactly what to expect.

    Step 8: Offer

    You’ve made it to the final steps where you see all your hard work pay off. You have determined a candidate that possesses the qualities you’re looking for. This is the most important step of the recruitment process. Make sure you present a desirable offer to the candidate that they won’t pass up. You first need to make a verbal job offer. Let the candidate know right away that you’re extending an official offer of employment. Be sure to provide details regarding the position, start date, compensation, bonus structure (if applicable), pay frequency, and when they need to accept or decline the offer.

    After you offer the candidate a verbal offer over the phone, it’s time to move on to the written offer. Provide all the information mentioned in the verbal offer along with their future manager’s contact information, and any steps they might have to take so they can come in ready to go for their first day of work. Make sure you get the written offer letter over to the candidate as soon as possible, via email. Provide a deadline for them to get the offer letter back to you to keep the momentum going. Once you’ve sent the offer over email, follow up via phone or email to ensure they received the offer letter. Anticipate this step to take slightly longer and be ready to negotiate salary and benefits.

    If they accept the offer, ensure you are following up with them once a week between the acceptance date and their first day. If not, you could run into the chance of the candidate backing out.

    Step 9: Onboarding

    Onboarding the new hire is your final step in the recruitment process and lends a hand to their success within their new role. Although there will be a plethora of forms during the onboarding process, it’s also important to include processes and resources that will help them transition into your company successfully. Consider having one-on-one meetings with them weekly or bi-weekly to check in with the new employee.

    The Benefits Of Outsourcing HR

    As you’ve noticed, it takes a lot of time and money to implement a recruitment process successfully. From creating a job ad to finding the right candidate to providing opportunities for employee development, the cost of hiring and training adds up. Professional employer organizations (PEOs) like GMS provide guidance on hiring and training as well as manage the administrative burdens associated with all aspects of the employee life cycle.

    Melanie Bahr, Recruitment Specialist Manager at GMS, provides her insights on hiring. “In this ever-changing and challenging hiring environment, finding the right candidate can feel like finding a needle in a haystack. Below are three important issues to consider in making a better hiring decision:

    1. Experience versus potential: experience is the most important and valued factor when evaluating a candidate. It’s important to remember experience is not everything, do not prioritize it over everything else. You may interview people who seem promising but don’t have much of a track record. While these candidates have not proven themselves at work yet, they have obvious potential.
    2. Skill set: determine what the must-have skills are and look at which skills you can train the candidate in. Many soft skills can make a candidate a great option and with little training, could be the right fit.
    3. Culture fit: consider thinking about how a candidate will fit in with your company’s culture. When employees are a good fit culturally, they will be happier at work allowing for enhanced productivity and reduced turnover.

    As a premier human resources company, we give our clients access to state-of-the-art HR software and other resources necessary to grow their business. GMS can help strengthen your business through our employee training and recruitment services. Contact us today to learn more.

  • The Occupational Safety and Health Administration (OSHA) has announced its top 10 most-cited workplace safety violations for fiscal year 2021. OSHA publishes this list annually to raise employer awareness regarding the commonly cited standards. It’s imperative to recognize and correct hazards to avoid a visit – and heavy fines – from OSHA.

    The top 10 most frequently cited workplace safety standards including the number of violations for 2021 are:

    1. Fall protection – general requirements: 5,295 violations
    2. Respiratory protection: 2,527
    3. Ladders: 2,026
    4. Scaffolding: 1,948
    5. Hazard communication: 1,947
    6. Lockout/tagout: 1,698
    7. Fall protection – training requirements: 1,666
    8. Personal protective and lifesaving equipment – eye and face protection: 1,452
    9. Powered industrial trucks: 1,420
    10. Machine guarding: 1,113

    As fall protection is ranked number one for the 11th year in a row, it is vital you and your employees are trained properly. Every company should conduct an annual review of its safety policies and procedures, coinciding with this list’s publication. The list that OSHA provides is simply a starting point for identifying areas to evaluate as you fine-tune your 2022 safety program – however, your employees’ safety requires much more.

    The Importance Of Workplace Safety 

    Every worker should feel safe in their work environment. It is the responsibility of the employer to provide the right conditions for their employees. No matter the size or industry of your business, workplace safety is the number one priority.

    Amidst the COVID-19 pandemic in 2020, workplace safety has become more important than ever. COVID-19 resulted in an increase in illnesses alongside the development of remote work. Safety-related initiatives result in fewer accidents, fewer occupational health costs, better employee retention and satisfaction, less employee downtime, and less retraining time.

    Invest In Workplace Safety

    Every year, U.S. businesses suffer the consequences of workplace injuries resulting in lost time, leading to costly fines for your business. What proactive steps are you taking to ensure the safety of your employees? GMS assists business owners in taking a proactive approach to workplace safety through various services:

    • Onsite consulting
    • Jobsite inspections
    • Accident and injury investigation

    Allow our team of safety experts to conduct onsite inspections prior to OSHA showing up. Be proactive and partner with GMS today.

  • Beginning July 1, 2022, the business standard mileage rate for transportation expenses paid or incurred will be 62.5 cents per mile. The IRS recognizes the gasoline price increases which has caused this midyear change. A new rate for deductible medical or moving expenses will be in effect starting July 1, 2022. The price will be changed to 22 cents per mile as opposed to 18 cents in the first half of 2022.

    The business standard mileage rate is used to calculate the deductible costs of operating a vehicle for business purposes. In addition, the federal government and many businesses use this rate as a benchmark for reimbursing their employees’ mileage.

    IRS Commissioner Chuck Rettig stated, “We are aware a number of unusual factors have come into play involving fuel costs, and we are taking this special step to help taxpayers, businesses, and others who use this rate.”

    Simplify Your Payroll Administration

    Business owners can utilize the IRS mileage rate through the support of GMS. Our team of payroll experts will be able to answer any questions you may have regarding the changing rates. Consider offering mileage reimbursement at the IRS rate so that your employees feel valued during these unprecedented times. Contact us today. 

  • Addressing employee performance issues is unavoidable, but managing them consistently and professionally can help protect your business, enhance employee accountability, and foster long-term workforce success.

    There are plenty of exciting aspects of running a business – disciplining employees is not one of them. Although unpleasant, poor work performance write-ups are a necessary tool for any organization.

    When addressing ongoing performance issues or documenting a policy violation, write a clear employee reprimand. This should clearly explain the problem, outline expectations for improvement, and create a record of the corrective action taken. Keep reading to learn what to include in an employee write-up, to see a sample reprimand letter, and to learn best practices for managing performance issues in a fair and effective manner.

    Key Takeaways

    • Employee write-ups document performance or conduct concerns.
    • Effective reprimand letters clearly explain the issue, expectations, and consequences.
    • Proper documentation can help support compliance and reduce employment-related risk.
    • Managers should address concerns promptly and consistently.

    What Is an Employee Reprimand Letter?

    An employee reprimand letter, sometimes called an employee write-up or written warning, is a formal document used to address performance, attendance, conduct, or policy violations.

    A reprimand letter serves two important purposes:

    • It communicates concerns directly to the employee.
    • It creates documentation that demonstrates the employer addressed the issue appropriately.

    For business owners and managers, written warnings can help establish consistency across the organization while supporting future employment decisions if additional corrective action becomes necessary.

    What Should Be Included in a Performance Write-Up?

    A detailed employee reprimand should clearly explain the situation and outline future expectations.

    Employee Write-Up Checklist

    Include the following information:

    • Name of the employee receiving the warning
    • Manager or supervisor issuing the warning
    • Date of the reprimand
    • Description of the performance or conduct issue
    • Summary of previous conversations, coaching, or warnings
    • Relevant company policies or expectations that were not met
    • Impact of the issue on the business, customers, or coworkers
    • Specific improvement expectations
    • Deadlines or timelines for improvement
    • Consequences if improvement does not occur
    • Notice that the document will be placed in the employee’s personnel file
    • Signature lines for both the employee and manager

    Why Documentation Matters

    One of the most common mistakes employers make is failing to adequately document employee issues before taking disciplinary action.

    At GMS, we often see businesses struggle with employee relations challenges because expectations, coaching conversations, and disciplinary actions weren’t properly recorded. Consistent documentation can help create a fair process and provide valuable support if an employment dispute arises later.

    Sample Employee Reprimand Letter

    Employee Reprimand Letter

    Employee Name: John Smith
    Position: Customer Service Representative
    Date: September 24, 2026
    Manager: Jane Doe

    Subject: Written Warning for Attendance Issues

    This letter serves as a formal written warning regarding ongoing attendance concerns.

    On September 3, September 10, and September 17, 2026, you arrived more than 20 minutes late for your scheduled shift without providing advance notice to your supervisor. These occurrences violate the company’s attendance policy, which requires employees to report to work on time and notify management of any expected delays.

    You previously discussed attendance expectations with your supervisor on September 4 and September 11. Despite these conversations, the issue has continued.

    Your attendance has affected daily operations by requiring coworkers to cover responsibilities during your absence and has disrupted customer service coverage.

    Effective immediately, you are expected to:

    • Arrive on time for all scheduled shifts.
    • Notify your supervisor as soon as possible if you anticipate being late or absent.
    • Maintain compliance with company attendance policies going forward.

    Your attendance will be reviewed over the next 30 days. Failure to demonstrate immediate and sustained improvement may result in additional disciplinary action, up to and including termination of employment.

    Please sign below to acknowledge receipt of this warning. Your signature does not necessarily indicate agreement with its contents, only that the document has been reviewed with you.

    Employee Signature: ________________________ Date: _________

    Manager Signature: _________________________ Date: _________

    Best Practices for Writing Up an Employee

    A template provides structure, but how you manage the process can matter as much as the document itself.

    Address Concerns Early

    Whenever possible, address performance concerns before they escalate into a formal write-up. Engaging in a direct conversation or coaching session can often resolve issues before disciplinary action is needed. Taking early action shows a commitment to employee development and offers an opportunity for improvement.

    Keep Detailed Records

    Effective employee discipline starts with thorough documentation. Managers should maintain accurate records of performance concerns, attendance issues, policy violations, coaching conversations, and any corrective actions taken. Detailed documentation helps establish a clear timeline of events, demonstrates consistency in how issues are handled, and provides support if employment decisions are later questioned.

    Good records should include dates, specific examples of the issue, notes from discussions with the employee, and any agreed-upon action steps. Maintaining this information can help employers make informed decisions while promoting fairness and accountability throughout the disciplinary process.

    Focus On Facts

    Employee write-ups should include objective observations and measurable examples.

    Instead of writing:

    “Shows a bad attitude.”

    Write:

    “Interrupted team members during three staff meetings on May 2, May 10, and May 18 despite prior coaching regarding professional communication expectations.”

    Specific facts are more effective and easier to support than subjective opinions.

    Set Clear Expectations

    Employees should leave a disciplinary meeting understanding exactly:

    • What needs to improve
    • How improvement will be measured
    • When improvement is expected
    • What support is available

    Vague expectations can create confusion and make future disciplinary decisions more difficult.

    Deliver the Reprimand in Person

    Managers should aim to review written warnings with employees in person whenever possible. This approach allows employees to ask questions, seek clarification, and gain a better understanding of the expectations moving forward. It also gives managers the chance to emphasize that the purpose of corrective action is to improve performance and support the employee’s success.

    Focus On Improvement, Not Punishment

    The purpose of corrective action is not just to document a problem, but to establish a pathway for improvement. When managers engage in performance discussions in a professional and constructive manner, employees are more likely to be open to feedback and motivated to make meaningful changes.

    Common Employee Write-Up Mistakes To Avoid

    Business owners and managers should avoid:

    • Waiting too long to address performance issues
    • Applying disciplinary policies inconsistently
    • Using emotional or subjective language
    • Failing to document previous conversations
    • Providing unclear expectations
    • Skipping follow-up conversations after issuing a warning

    Consistency and documentation are key components of an effective performance management strategy.

    Strengthen Employee Performance Management With GMS

    Managing employee performance requires time, consistency, and careful documentation. Employers encounter various HR responsibilities, from coaching employees and conducting performance reviews to handling disciplinary actions and terminations, all of which can become overwhelming.

    GMS assists business owners in streamlining employee management through comprehensive HR support, performance management guidance, compliance assistance, and expertise in employee relations. Our team helps employers develop consistent processes that benefit both their workforce and their business objectives.

    Are you ready to enhance your employee management strategy? Contact GMS today to learn how our HR experts can help your business.

    Frequently Asked Questions

    Can an employee refuse to sign a write-up?

    Yes. An employee may refuse to sign a disciplinary document. If this occurs, managers can document that the warning was presented to the employee and note the refusal to sign.

    How long should employee write-ups be retained?

    Retention requirements vary based on company policy and applicable regulations. Employers should work with HR professionals or legal counsel to establish appropriate recordkeeping practices.

    How many write-ups should occur before termination?

    There is no universal requirement. The appropriate number of warnings often depends on company policy, the severity of the issue, and applicable employment laws.

  • It’s no secret that health insurance is one of the most important employee benefits. Insurance is also one of the most expensive benefits, forcing small business owners to balance an attractive benefits plan with the costs of offering different medical plans.

    While it can be easy to focus on group health insurance, it’s essential to remember another critical benefit – dental insurance. Let’s break down what types of dental plans employers can offer and how they can benefit your small business.

    What Dental Insurance Options Are Available For Small Businesses?

    There are various options for employer-sponsored dental coverage available for small businesses. These types of dental insurance plans include:

    • Preferred provider organizations (PPO) – Users can visit a network of providers for dental care. Individuals will have co-payments for procedures and can meet a deductible.
    • Dental health maintenance organizations (DHMO) – Users pay their dental network a set monthly fee for preventative care whether they use it or not. A set amount of annual services are covered within that fee, while others require copays or are not covered.
    • Discount or savings plans – Users pay a monthly premium to receive discounts on dental services, whether they are in network or not.

    How Much Does Small Business Dental Insurance Cost For Employers?

    It’s no secret that offering certain benefits is an ample expense for small business owners. Group health insurance alone can cost a business thousands of dollars per employee as premiums continue to rise. Fortunately, dental insurance is a much smaller investment than some other types of benefits.

    As with group health coverage, the exact cost of dental insurance will change for each employer. Dental insurance costs typically vary from $15 to $20 per employee per month depending on the plan of choice and whether an employee needs single or family coverage. Several factors will affect your overall dental premiums, such as your group size, the overall wellness of that group, and other criteria. Once you have your per-employee premium, you can extrapolate that monthly rate to determine your annual expected dental insurance costs.

    Four Reasons Why Small Businesses Should Offer Dental Insurance

    Employees aren’t the only people who benefit from dental coverage. Below are four key reasons why group dental insurance is advantageous for both employers and their workers.

    Recruitment and retention

    According to MetLife’s 2022 Employee Benefit Trends Study, 72% of employees named dental insurance as a must-have benefit. That placed dental insurance as the third-most desired benefit behind group health insurance and a 401(k) or some other form of retirement savings.

    While small business group dental insurance isn’t required by law, it has become a staple for competitive benefits packages across the U.S. That makes offering dental insurance an important, relatively cost-effective benefit that can help your business attract and retain talent.

    Overall employee health

    Dental coverage does more than just help your employees address their oral health. Regular dental visits also play an important role in helping employees stay healthy from head to toe. According to the Mayo Clinic, poor oral health has been linked to several chronic diseases and other serious health issues, including:

    • Diabetes
    • Heart disease
    • Endocarditis
    • Stroke
    • Pneumonia
    • Osteoporosis
    • Pregnancy and birth complications

    By giving your employees the opportunity to receive regular cleanings and other dental care, you can help them maintain their overall health. Healthier employees tend to not only be happier employees but also people who are less likely to use their group health plans for various other ailments.

    An employee covered by small business dental insurance at a routine cleaning.

    Employee productivity and availability

    Simply put, employees who have to take more sick days are likely to be less productive than workers who are in good health. Offering dental insurance is another way that employers can support the overall health of their company.

    Even if your employees are able to come in and work while dealing with tooth pain and other issues, poor health can make employees less effective. Aches, pains, and stress can cause employees to lose focus on the job. According to the Centers for Disease Control and Prevention, personal and family health problems cost U.S. employers $1,685 per employee per year in productivity losses.

    Long-term savings

    Investing in dental insurance for a small business can make a direct impact on your bottom line. To start, healthier employees are less likely to take time off because they’re sick or for additional doctor’s appointments. That added productivity alone can help you get the most out of your workforce.

    Preventative treatment allows you to get ahead of health issues in the long run. Reducing an employee’s chances of developing more severe conditions can save you from costly claims and productivity losses in the future. Research published in the National Library of Medicine suggests that health-related productivity costs are 2.3 times greater on average than medical and pharmacy costs alone. That number alone can make the added investment worth bolstering your benefits plan.

    Help Your Employees Stay Healthy And Productive

    A healthy workforce is happier and more productive workforce. Giving your employees supplemental plan options such as dental insurance is one way that you can strengthen your business. Of course, it’s not always easy to manage benefits administration and every other critical HR function on your own.

    As a Professional Employer Organization (PEO), GMS can leverage its collective buying power to help you offer quality health care benefits at better, more affordable rates. We also give your business access to proprietary technology and dedicated customer service to save you valuable time that you can focus on your business.

    Ready to offer dental coverage to your employees? Contact GMS today to learn how we can help you get the most out of your benefits package.