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  • As the saying goes, “To make money, you have to spend money.” While spending money is an inevitable part of running a successful business, keeping track of all your expenses without a proper process can be difficult.  

    While some companies choose to track their expenses manually, there is a quicker and safer approach: using an expense report tracking system. 

    What Are Expense Reports and What Do They Do? 

    Expense reports are special forms that outline and track business-related purchases and are submitted by employees for tracking and reimbursement purposes.  While they may be tedious to complete, these reports help streamline budgets, confirm purchases, ensure compliance through documentation, and track tax deductions.  

    Common expense report categories include the following: 

    • Travel 
    • Parking 
    • Hotels and other lodgings 
    • Gas 
    • Office expenses such as rent, utilities, office supplies, etc.  
    • Repairs and maintenance 

    The most common expense on a report is when an employee uses their own money to buy something on behalf of the business. The employee provides details on the purchase, attaches proof of payment such as an invoice or a receipt, and submits it to their employer, who then decides whether to approve or deny reimbursement. 

    What’s Included in an Expense Report? 

    While there isn’t one expense report format, there are common fields and information needed to submit a report. These fields include: 

    • Name of the employee who made the purchase 
    • The date of the purchase 
    • How the purchase was paid for (i.e., credit card, cash, etc.) 
    • Type of expense (Travel, parking, etc.) 
    • Description of the purchase 
    • Proof of payment 
    • Reimbursement total 
    • Any additional notes or information regarding the purchase 
    • Signature or approval from a supervisor 

    Top Benefits of an Expense Report Tracking System 

    Manually reviewing a long list of business expenses can be daunting, but an expense tracking system can simplify the entire process and offer several other benefits. 

    Enhanced compliance 

    An expense reporting system enables businesses to categorize expenses and produce documentation for tax returns, ensuring compliance with federal, state, and local tax laws. In the event that there is miscommunication among a team or a miscalculation, having an expense reporting system allows you to quickly review the expense in question and go over any details, making it easier to correct any mistakes made during the reimbursement process. Fixing potential expense mistakes before it’s too late can help reduce the potential for a non-compliance fine or monetary penalty.  

    Budget management 

    Expense reporting software plays a crucial role in effective budget management. It allows businesses to track and categorize expenses accurately, ensuring that cost amounts are correct and accounted for. By automating the expense reporting process, the software reduces the risk of errors and fraud while streamlining expense approval and reimbursement. This software enables businesses to make informed financial decisions and identify areas to improve and maintain compliance.  

    Saves time 

    As a business owner, your time is valuable. By automating expense reporting, you remove the need for manual processing. This not only increases efficiency but also saves you time, allowing you to concentrate on higher-value tasks, such as strategic planning and business development. Reporting software can also flag various issues and fix them in real time, reducing potential delays with reimbursement.  

    Simplify Administrative Tasks with GMS 

    Managing expense reporting alongside other responsibilities can make it challenging for business owners to concentrate on growth. That’s where a professional employer organization (PEO) like Group Management Services (GMS) can be a beneficial ally.  

    GMS’ knowledgeable experts can assist business owners with administrative functions like human resources, benefits administration, payroll, and more. GMS provides insight, assistance, and resources to help business owners effectively manage their business and employees. Our human resources information system (HRIS) allows business owners to easily manage everything from payroll to paid time off (PTO) requests to expense reporting.   

    Contact GMS to learn how we can help save you time and money with our services. 

  • Hiring is an exciting development for a growing business, but that doesn’t mean it’s easy. According to Glassdoor, it takes an average of 23.8 days to complete the hiring process. That timeline accounts for everything from creating the job description to extending an offer – and all the hard work in between.

    That amount of work is exactly why businesses turn to applicant tracking systems (ATS) to streamline this essential business function. Let’s break down what an ATS does and how it can support your business.

    What Does Applicant Tracking System Software Do?

    An ATS is a form of recruiting software designed to simplify the hiring process. This type of software, also referred to as a talent management system, helps businesses organize important processes and improve internal efficiencies to streamline the entirety of the hiring cycle.

    A typical ATS performs a variety of tasks to automate time-consuming responsibilities and provide additional information. These tasks can include, but are not limited to the following functions and capabilities:

    • An ability to post openings to various job boards.
    • Storage of applicant data as individuals apply to your open positions.
    • Application screening to identify potential matches based on set parameters, keyword filters, and other means.
    • Applicant ranking based on how well resumes match a specific job description.
    • Collaboration tools that allow employers and recruiters to comment on applicants and leave ratings for internal review.
    • Automated emails to schedule interviews, update candidates, and stay connected with priority individuals.

    The Benefits Of Applicant Tracking System For Employers

    When it comes to the hiring process, businesses can use every advantage they can get. An ATS is equipped to give organizations the tools and technology needed to stay competitive while improving their internal procedures. These benefits allow your business to do the following:

    • Find and hire better candidates.
    • Improve the candidate experience.
    • Make the hiring process shorter and more efficient.
    • Increase collaboration during the hiring process.
    • Streamline the onboarding process.
    • Stay competitive in the hiring market.

    Find and hire better candidates

    Between the need for skilled workers and the costs of employee turnover, it’s essential to find the right people for your positions. Tracking systems gives employers an advanced way to identify ideal candidates for each and every role. Employers can prioritize certain skills and other factors to call out more qualified individuals. Some systems can even utilize artificial intelligence to create an ideal profile for a position and predict new success factors for future candidates.

    Another way that an ATS can improve your candidate pool is by helping it grow. These systems can help distribute applications to as many job boards, recruitment sites, social media platforms, and other potential posting destinations as you deem fit for your business. Better yet, users can publish job posts on all these sites simultaneously (or pretty close to it). This streamlined approach to job distribution makes it easier for employers to reach more people without nearly as much of the legwork.

    Improve the candidate experience

    Tracking technology also allows employers to improve your reach is to simplify the application process for candidates. An ATS gives job seekers the ability to apply for your positions on their phone, laptop, tablet, or any other device. Better yet, applicants won’t need to create a new account and log in to apply to your openings. In turn, promising candidates won’t drop out early to pursue other openings with fewer roadblocks.

    Make the hiring process shorter and more efficient

    Manually reviewing applications is a long, tedious process. An ATS takes out a lot of the menial labor by organizing and optimizing the review process.

    As individuals submit their applications, an ATS automatically pulls every submission into a central database. These systems will then use varying means ranging from pre-set filters to AI machine learning to sort and even rule out certain applicants. These methods give your business a streamlined process to review organized, qualified applications.

    A good ATS also reduces time-to-fill for job openings is by simplifying the applicant management process. An ATS makes it quick and easy to message candidates through a single platform. Businesses can even automate large portions of applicant management through chatbots that screen questions and address frequently asked questions.

    Applicant tracking technology also automates the scheduling process. It takes time to review calendars, set up interviews, and send out information. An ATS typically offers integrated scheduling tools to set up interviews and send out meeting reminders. This process not only saves you from more initial work, but also keeps everyone on the same page to limit confusion and potential no-shows.

    Increase collaboration during the hiring process

    It’s not always easy to get everyone on the same page during the hiring process. It’s good to get input from different individuals within your company, but it can be difficult to collect everyone’s input and keep everyone in the loop. The right system gives users a space to work together in an organized fashion.

    ATS software allows different team members to take notes, see resumes, and review other information all in one place. The recruiter can use this system to assign out roles and set up alerts for anyone needed in the hiring process. These tools help ensure that everyone can take part in selecting the right candidate without adding extra complications.

    Streamline the onboarding process

    An ATS offers benefits that extend beyond job applications and interviews. These systems also allow businesses to speed up the onboarding process and help qualified candidates start their new careers off right.

    Once you fill a position, the ATS starts the welcoming process for your newest employee. Employers can set up their ATS to provide new hires with key information about their role, the business, and expectations for the initial few weeks. These systems can also prompt individuals to fill out new employee forms and other necessary paperwork.

    Stay competitive in the hiring market

    The vast majority of Fortune 500 companies use some form of ATS in their hiring process. Based on all the benefits listed above, that makes sense. However, that doesn’t mean that this type of software is exclusive to larger companies.

    Businesses of all sizes can reap the benefits of an ATS. A good system can help your company stay ahead of big corporations by making your openings more visible and giving applicants quick, easy access to your business.

    Streamline Your Recruiting And Hiring Process

    As the labor market tightens, hiring is only getting harder for small and mid-size businesses. That’s why GMS partners with businesses to manage this essential process. Between our team of HR experts and cutting-edge applicant tracking technology, we can help you recruit top talent while saving you from the time it takes to do so.

    Ready to simplify your business? Contact us now to talk to our recruiting and hiring managers about how GMS can help solve your talent acquisition challenges.

  • Workplace safety is essential for any business, but it takes on even more importance for construction workers. According to OSHA, nearly 20% of private industry worker fatalities were in the construction industry. That inherent danger is exactly why safety meetings are a critical tool for any construction company.

    Regular construction safety meetings, often referred to as toolbox talks, are a key part of any safety program. Sharing the right construction site safety tips during these meetings can help protect people, keep your company compliant, and reduce workers’ compensation costs. That’s why it’s essential to educate employees and keep everyone on the same page about a variety of topics.

    What To Discuss During Your Construction Safety Meetings

    Every meeting is an opportunity to tackle important safety concepts, topics, and guidelines that will keep your employees healthy and productive. Whether you plan to tackle a variety of subjects in one meeting or want to dedicate an entire session to a specific theme, consider these nine construction safety meeting topics to share at your next meeting:

    • Personal protective equipment (PPE)
    • Fall protection
    • Hazard identification
    • Lockout/tagout
    • Hand and power tools
    • Fire safety
    • First aid

    Personal protective equipment (PPE)

    Good preparation is pivotal. Personal protective equipment (PPE) is designed to minimize an individual’s exposure to various hazards that can cause serious injuries and illnesses while they’re in the workplace. PPE comes in many forms that range from hard hats to full body suits, but every piece of PPE plays a role in protecting your team.

    Employers are required to provide workers with any necessary PPE to complete their job, along with proper training and guidelines on how to use each piece of PPE. A construction safety meeting is an excellent place to educate employees on your PPE program. That process includes discussing the following PPE-related topics.

    • When PPE is necessary.
    • The types of PPE that are necessary in different situations.
    • How to properly put on, adjust, wear, and take off PPE.
    • The limitations of PPE.
    • Proper care, maintenance, useful life, and disposal directions for PPE.

    Fall protection

    Slips, trips, and falls are a hazard in any setting, but the construction industry is especially at risk. According to the Centers for Disease Control and Prevention (CDC), construction accounts for roughly half of all on-the-job falls and more than one-third of fall-related fatalities. Discussing the following construction site safety topics with your employees can help your business reduce or eliminate these types of accidents.

    • An overview of fall protection.
    • Common fall hazards and hazard recognition.
    • The different forms of passive and active fall protection.
    • On-site fall safety requirements for different worksite environments.
    • Training on how to proceed around fall hazards and how to use appropriate equipment.
    • What to do if there is a fall.

    Hazard identification

    OSHA defines a hazard as “an inherent property of a substance that is capable of causing an adverse effect.” Simply put, hazards qualify as anything that can hurt someone in your workplace and need to be identified as quickly as possible. Safety is a team effort, which is why hazard identification should be a notable topic for an upcoming safety meeting.

    Teaching employees about hazard recognition is a process that goes beyond spotting danger. Take the following steps the next time you highlight hazard identification during a toolbox talk.

    • Educate employees on the definition of the term “hazard” and how it applies to them.
    • Highlight the different forms hazards can take in the workplace and provide relevant examples. These include:
      • Physical hazards – Excessive noise, cutting risks, etc.
      • Chemical hazards – Exposure to toxic substances, accidental ingestion, etc.
      • Airborne hazards – Fumes, gas leaks, etc.
      • Ergonomic hazards – Improper lifting techniques, improper posture, etc.
      • Biological hazards – Mold, bacterial growth, etc.
    • Practice hazard identification with employees through demonstrations and other tests like OSHA’s Hazard Identification Training Tool.
    • Share the appropriate process for when an employee spots a hazard, including:
      • How to communicate with the team about a hazard.
      • Assessing the risk of the hazard.
      • Putting controls in places to eliminate or reduce the hazard’s ability to cause harm.

    Lockout and tagout

    Heavy equipment and machinery are not uncommon in the construction industry, but they can pose a threat if not dealt with appropriately. Proper lockout and tagout procedures can help employees safely depower these machines to prevent future injuries.

    A safety topics for construction meeting is an excellent opportunity to educate employees about proper maintenance and service protocol. Present written lockout/tagout procedures for every machine during the meeting (and create them if they don’t exist). You’ll also want to walk through the exact procedures for any relevant machines. For example, the following steps represent a typical lockout/tagout process:

    1. Notify employees affected by lockout/tagout procedures.
    2. Shut down equipment according to written guidelines.
    3. Isolate the energy source.
    4. Attach the appropriate lockout device.
    5. Release or restrain any energy stored in the machine.
    6. Verify the lockout with the proper personnel.

    Hand and power tools

    Heavy equipment isn’t the only potential danger on a job site. Common construction tools and other machines can pose hazards without proper training and use. Employers can use safety meetings as a refresher courses for existing tools, special sessions for new devices, or a combination of both. Regardless, the following topics are good subjects during these meetings:

    • How to keep all tools in good condition through proper storage and regular maintenance.
    • How to select the right tool(s) for each task or job.
    • How to examine tools for any damage or other warning signs prior to use.
    • Correct operating procedures for each tool (including manufacturers’ instructions if applicable).
    • How to spot environmental issues that can impact tool safety (ex. wet conditions for electrical equipment).
    • When and how to properly use the right PPE for relevant tools.

    Fire safety

    Between electrical tools and flammable materials, fires are a real risk on many construction sites. A fire can break out at any time, so it’s best to educate employees about what they can do to prevent them – and what to do in case one does occur. Below are some notable topics that your business should discuss during a fire safety toolbox talk.

    • Common job site fire safety hazards.
    • How to handle and store flammable materials.
    • How to use equipment that can create sparks and other potential fire safety issues.
    • Proper procedures during a fire and other related response plans.
    • Where to find fire response equipment (and how to use that equipment).

    First aid

    While businesses can take several precautions to make their work environment as safe as possible, there’s always a chance someone can get hurt. OSHA requires construction companies to have someone properly trained in first aid on-site, but it’s also good to remind workers about first aid basis. That discussion should include the following topics:

    • The location of any first aid kids on-site and what these kits contain.
    • Any other safety supplies that may be required on-site, such as an automatic external defibrillator.
    • How to use first aid skills for minor treatments, such as cleaning minor cuts, applying bandages, and more.
    • A review of your emergency action plan, including the following steps:
      • How to survey an accident scene.
      • How to identify injuries and other issues.
      • How to contact emergency medical services (and what information you should share with them).

    Take A Proactive Approach To Workplace Safety Management

    From ladder safety to hazard recognition, a little prevention goes a long way toward protecting your employees and business from injuries, illnesses, and worse. Construction safety meetings are an excellent way to train workers, encourage discussion, and keep everyone accountable. Unfortunately, it’s not always easy to stay ahead of safety and compliance risks alone.

    Group Management Services partners with businesses to make their business safer and more efficient. Our workplace safety experts take a proactive approach through onsite consulting, jobsite inspections, workplace safety courses, and other key services. Contact us now about how GMS can make your business a safer place.

  • Effective January 1, 2022, the No Surprises Act went into effect with regard to emergency care and balance billing by non-network providers. An undoubtedly complex piece of legislation, GMS’ Vice President of Benefits Beth Kohmann experts share some of the key takeaways below.

    With this new ruling, if a group health plan covers any type of emergency care, then emergency care treatment rendered through the stabilization of the patient must be covered by the group health plan – even if services are rendered by a non-network provider. The group health plan must cover these services at the in-network level of benefits. The group health plan will consider these charges at a qualified payment amount level and negotiate (if the qualifying payment amount is appealed) with the non-network provider until an acceptable payment amount is reached. The patient cannot be balanced billed for the difference between the billed charge and the agreed-upon payment amount.

    This applies to such providers as facilities, emergency room physicians, anesthesiologists, and air ambulances. Ground ambulance providers are not subject to the above ruling and would be permitted to balance bill a patient for the difference between the total charge and the qualifying payment amount.

    The same applies to non-emergency care where the patient would have no choice of provider. For example, if a patient is having surgery at a network facility with a network surgeon and the anesthesiologist or outside laboratory are non-network providers, the group health plan must pay these providers at the in-network level of benefits and at a qualified payment amount (or a negotiated rate if the qualified payment amount is appealed). As above, the patient cannot be balance-billed for the difference between the billed charges and the agreed-upon payment amount.

    If the patient chooses treatment from a provider that is not in-network for services, for example, a surgical center or surgeon, that provider must inform the patient of the estimated fee, prior to rendering treatment, for their services and explain that they could be balance billed for any non-allowed amounts. This must be in writing and the patient will need to sign a document stating they acknowledge and understand that they could be balance billed.

    This ruling will apply to any claims incurred after January 1, 2022. To stay in the know with the latest legislation and compliance, be sure to subscribe to our email list. 

  • Employee onboarding is the process of integrating a new employee with a company, its culture, and all of the information needed for a role. Although the process itself sounds simple, it is actually one of the most critical factors in producing efficient and engaged workers. 

    While it’s no surprise that the onboarding process can vary greatly from company to company, all successful onboarding programs place an emphasis on these things:

    • Structure – Providing a consistent process across the board, regardless of different job titles or locations
    • Operations – Ensuring your new hires have access to all materials and training necessary to do their jobs successfully. 
    • Strategy – Changing the thought process behind your onboarding from “checking the box” to “recipe for success.”

    As 2022 will likely see a continuation in the workforce shortage, placing an ongoing emphasis on your employee onboarding experience can help you conquer any retention woes.

    Did you know…

    When you partner with GMS, you gain access to our electronic onboarding system, which includes English and Spanish languages, customized welcome videos, and more! If you’re ready to put an emphasis on efficient onboarding, contact us today.

  • Occupational Safety And Health Administration’s COVID-19 Vaccine Mandate:
    In a 6-3 vote on Thursday, the Supreme Court ruled that it will not allow the Occupational Safety and Health Administration’s COVID-19 vaccine-or-test Emergency Temporary Standard (ETS). As you may recall, this ETS would’ve required employees at companies with 100 or more workers to either be fully vaccinated or test weekly for COVID. According to the majority vote, OSHA is empowered to set “workplace safety standards, not broad public health measures.”

    What Does This Mean For Employers?

    Although not certain, this most likely marks the end of the road for the OSHA ETS. Vice President of Client Services Stacey Larotonda notes employers do not need to enforce any vaccine or testing mandate the ETS would have required. Employers should continue to maintain robust and up-to-date COVID-19 safety protocols.

    Centers for Medicaid and Medicare Services (CMS) Vaccine Mandate Update:
    Unlike the ETS, the Supreme Court brought life back into the CMS Vaccine Mandate with a 5-4 vote, that determined that the Department of Health and Human Services, which operates the Medicare and Medicaid programs, did have the authority to issue its vaccine mandate. The vaccine mandate can be enforced for federally funded health care facilities.

    What Does This Mean For Employers?

    The CMS previously mandated a January 27, 2022 deadline for Phase 1 implementation, and a February 28, 2022 deadline for Phase 2 implementation. What is still unclear by the new ruling, is if the CMS will mandate the same deadlines or provide an extension. Until the CMS releases more information on the deadline, all healthcare providers subject to the CMS mandate should begin implementing their policies and procedures to comply with mandate requirements.

    While we continue to navigate these unprecedented times, you can remain in the know with the latest legislative updates by signing up for our email announcements.

  • While many businesses have struggled with staffing issues during the pandemic, cannabis companies aren’t dealing with growth issues. Employment in the cannabis industry grew by 32% in 2020, and that expansion hasn’t slowed down since.

    Whether you run a dispensary, sell cannabis-infused products, or play another role in the legal marijuana industry, business prospects are booming. However, that same level of growth does present a new challenge – navigating human resources. Some business owners may try to tackle these administrative burdens themselves, but that commitment can pose problems.

    “Some small businesses think this is something they can tackle on their own, but the cannabis industry really understands the importance of hiring an HR professional or partnering with an organization that handles HR,” says Stacey Larotonda, vice president of client services at GMS.

    There are several administrative responsibilities that come with a growing company, especially one that’s regulated as heavily as the cannabis industry. Let’s break down some key areas where the cannabis industry can benefit from professional HR assistance.

    Compliance

    It’s no secret that the cannabis industry deals with heavy regulations. However, newer businesses in the cannabis industry may not be fully prepared to deal with all the responsibilities.

    “We have found that most of the cannabis businesses are in the infancy stage when they join with GMS,” Larotonda says. “Because of this, they don’t have much from an HR compliancy standpoint.”

    One struggle is dealing with the different laws that impact the cannabis industry. These companies typically deal with different regulations for licensing, banking, benefits, safety, hiring, and more. An HR partner can help business owners keep up with the rapidly changing regulatory landscape to help them stay one step ahead.

    Of course, compliance also extends beyond cannabis-specific rules. There are plenty of standard business compliance issues to address as well. Proper HR management can work with businesses to stay compliant through the following actions:

    Payroll

    Banking has been and will continue to be tricky for cannabis businesses. While the cannabis industry can operate legally within state lines, federal banks and other forms of financing aren’t always available. Combined with the aforementioned compliance concerns, payroll administration is a difficult process for cannabis companies.

    By outsourcing payroll to an HR partner, cannabis companies can simplify their payroll process and ensure that they pay their employees legally. For example, GMS utilizes online payroll software to help automate payroll processing around a business’ particular needs. That process means that cannabis businesses can streamline payroll tax deductions, timekeeping, and other time-consuming tasks in a quick, legal manner.

    Hiring

    In a rapidly growing industry, cannabis businesses have to get out and find the right talent. The problem is that hiring employees isn’t necessarily easy or cheap. It can be difficult to find applicants with good past experience or formal training in dealing with cannabis. Meanwhile, the average cost of a bad hire amounts to roughly 30% of that employee’s first-year potential earnings.

    A good HR team can help guide cannabis companies during the hiring process and take on the administrative burdens associated with this process. Those needs include managing the following legwork to streamline the recruiting process and find top talent for your industry.

    • Job ads and job descriptions
    • Offer letters
    • Background checks
    • Interview assistance
    • Applicant tracking systems
    • Payroll forms

    Employee Retention

    Once you hire the right people, it’s very important to retain top employees. Simply put, losing good talent is expensive. The cost of employee turnover can range as high as three-quarters of that employee’s salary. You also need people to operate your business, and constant turnover only leads to a constant, expensive hiring cycle. As such, HR plays a pivotal role in keeping employees in your company.

    “Invest in your people, whether that is HR, operations, sales, etc.,” Larotonda says. “Make your company a place people don’t want to leave!”

    There are several ways that HR can improve employee retention. These measures range from setting up employees for immediate success and giving them a reason to make your company a place to stay.

    Ongoing Assistance

    No business owner should be asked to oversee all of their HR functions alone, much less one in a rapidly-growing industry. With the right HR partner, you don’t have to know everything about administrative functions.

    As HR professionals, the experts at GMS work with you to make your company simpler, safer, and stronger. Our job is to give your business access to HR tools and resources that can help your business grow and succeed. When you have questions, we can provide the answers you need. In turn, you can focus your time on growth instead of time-consuming administrative tasks.

    Ready to nail down your HR process and set your business up for happy employees and future growth? Contact us now about how GMS Connect can help solve your business’ HR challenges.

  • As a business owner, you already know offering a competitive health insurance plan is one of the greatest tools in your recruiting and retention toolbox. So, you’re ready to search for health coverage that best suits your organization’s needs. The next decision to make is perhaps not as simple, but undoubtedly as important: Should you purchase your insurance through a broker or through a Professional Employer Organization (PEO)?

    When you outsource the purchase to a broker, you gain a professional who will work with insurance companies on your behalf. A broker is an independent agent licensed and regulated by states. After they shop options, they can make recommendations about which carrier and plans you should enroll in. Brokers earn a commission from the insurer for the people they enroll in said insurer’s plans. While some brokers work with numerous insurance providers, others may only sell from specific providers, thus limiting your options.

    On the other hand, a PEO offers its co-employees at small and medium-sized businesses access to affordable health coverage that is comparable to those of large corporations. In the most simplified version, this is due to the buying power a PEO has – a PEO represents thousands of companies and their employees, thus appearing like a large-sized business. In turn, your organization enjoys quality coverage and highly competitive rates. For example, in 2020 GMS’ family premium cost was 34% lower than the US average.

    Moreover, partnering with a PEO for health coverage means:

    • The administrative burdens of health insurance are handed over to them.
    • They handle the entire carrier relationship – including policy selection, annual renewals, and open enrollment.
    • You gain assistance for any changes, minimizing surprises by ongoing support and guidance.
    • Access to ancillaries like dental, vision, long- and short-term disability, and more!

    Another distinguishing feature of partnering with a PEO is their services go far beyond just insurance coverage, so, for someone looking for payroll, HR assistance, and even risk management, it simply makes sense to go with one single vendor for everything.

    Ready to offer the insurance coverage your employees deserve? Trust GMS to remove the burden of finding and managing a health insurance plan – simply contact us today to get started.

  • It’s no surprise that businesses faced an onslaught of challenges in recent years. From the ongoing COVID-19 pandemic to The Great Resignation, employers needed to adapt in order to maintain a positive, efficient working environment.

    The future of work is rapidly evolving, and those same changes have led to new human resource trends geared toward addressing employee retention, operational efficiencies, and other critical issues. While many of these trends were created by trying times, they now provide employers with new opportunities to strengthen their business.

    Let’s break down some of top HR trends for 2022 and how you can apply them for your business.

    Hybrid Working Arrangements

    While the pandemic necessitated many businesses to utilize remote working arrangements, the demand for telecommuting isn’t slowing down. According to a WeWork survey, “75% would give up at least one benefit or perk for the freedom to choose their work environment.”

    That desire for flexible working accommodations is attractive for both current and future employees – and an important focus for many businesses in 2022. That same WeWork survey found that nearly 80% of C-Suite employees would allow workers to split time between traditional office space and remote working as long as their jobs didn’t require them to always be on premises.

    What does this trend mean for your business? Hybrid working arrangements are becoming the norm. A flexible work environment directly impacts employees’ wellbeing and helps keep them engaged. Now that employees and businesses have found that they can both succeed remotely, companies must either pave the way for remote work or compete against other employers that provide that level of flexibility.

    Of course, there are some steps employers and HR teams need to take in order to transition to a hybrid workplace. The following steps are all essential parts of a hybrid working arrangement.

    • Identify which staff is eligible for hybrid work (and to what extent).
    • Enact a work from home policy for proper social distancing, measures for dealing with any exposures, and any other relevant procedures that employees should know.
    • Ensure your office is tech-ready for remote work. This process includes setting up Virtual Private Networks (VPN), preparing work devices for at-home use, and enacting strict cybersecurity measures.
    • Use communication channels available to both on-site and remote workers to communicate and share information consistently among all employees.

    Reskilling, Upskilling, And Flexible Development

    Work environments aren’t the only part of your company that may need to adapt. The people within your organization will likely need to evolve as well.

    According to Gartner, “nearly one in three skills that were needed for a job in 2018 will not be needed by 2022 – and that the average number of skills per job is increasing steadily.” Between new workplace technology and greater internal needs, 2022 is an important year for skills-building. Here are a few ways that businesses can help employees develop in 2022.

    • Invest in training programs to help reskill and upskill employees.
    • Allocate an education and improvement budget for employees to purchase books, attend events, and pursue other learning opportunities.
    • Set company-wide learning goals and tie them into your business goals.
    • Encourage peer learning so that employees can share their experience and abilities with other and help each other grow.

    These measures have dual benefits. First, employees will be able to learn the skills required to stay efficient and effective. Second, a dedication to reskilling and upskilling individuals shows workers that your business is invested in them. In turn, these efforts can help improve the employee experience and keep them engaged.

    Leadership Training And Internal Mobility

    Talent retention has been critical for a long time, but the aftermath of The Great Resignation has spurred more businesses to put measures in place to keep top employees. That desire to retain and train key workers is why more employers plan to focus on developing leadership training and an internal mobility program in 2022.

    There are plenty of practical benefits to hiring internally – lower costs, shortened onboarding times, etc. A true leadership and internal mobility program takes those benefits to the next level. Businesses can utilize training programs, upskilling initiatives, and leadership coaching to turn high-value employees into decision makers who are invested in the process.

    Employees can also see the value in leadership and internal mobility initiatives. This practice allows employees to give employees a clear means to advance their careers within the company and become future leaders. This ability to grow and attain long-term career goals is a great retention tool that can help businesses retain more top talent in 2022.

    Embracing Data Through People Analytics

    Business technology grows more sophisticated each year, and people analytics and other data-driven initiatives are set to be a big opportunity in 2022. The adoption of new digital tools are giving businesses the ability to use existing data and make informed decisions. There’s just one big problem – most businesses don’t quite know how to properly use that data.

    According to Deloitte, nearly three quarters of companies view people analytics as a high priority, but less than 10% have usable data or know how apply that information. Fortunately, new technology can help make data more accessible.

    A good HRIS system and other increasingly popular HR solutions have made it easier for businesses to track data. For example, the following metrics are hugely beneficial when it comes to talent management and overall operational improvement:

    • Revenue per employee
    • Cost per hire
    • Average time from candidate application to employment offer
    • Early turnover rates
    • Annual absenteeism rate

    Increased Automation Efforts

    Another major advantage of improving technology is that it’s now easier for businesses to automate various processes than ever before. There are several HR functions and other internal business needs that require a lot of manual labor. Automating different workflows, communication efforts, and other components of your business is a simple way to improve efficiency for you and all your employees.

    Automation can also do more than just save time. An HRIS and other computerized tools can gather more data than what is possible through manual means. Meanwhile, automated HR tools limit the opportunity for human error, which is especially important for payroll tax compliance and other regulatory concerns. These benefits are why the following types of HR automation tools should continue to grow in popularity in 2022:

    • Payroll tax automation software
    • Online employee onboarding processes
    • Open enrollment portals
    • Time tracking and scheduling systems
    • Instant manager approvals
    • Chatbot services
    • Data reporting, analysis, and alerts
    • Employee self-service capabilities

    Take Advantage Of New HR Trends With GMS

    Change is inevitable, especially when it comes to managing an efficient workplace. Between new regulations, cultural shifts, and other challenges, it’s not easy to stay on top of the latest news and HR trends.

    Fortunately, GMS is here to help business owners simplify their business and stay competitive. Our dedicated experts and cutting-edge HRIS technology allow us to modernize your workplace and keep you up-to-date with all the latest news and legislation. In turn, you can spend your time on growing your business while our HR professionals deal with payroll, benefits administration, and other time-consuming tasks.

    Ready to prepare your business for 2022 and beyond? Contact GMS today to have us take on your toughest HR challenges.

  • U.S. Immigration and Customs Enforcement (ICE) recently announced an extension of the flexibility in rules related to Form I-9 compliance that was initially granted last year. With the ongoing pandemic, the Department of Homeland Security (DHS) has extended this policy until April 30th, 2022.

    Under said policy, employers may inspect the I-9 documents of certain remote employees by way of camera or fax. This extension will lend a hand in ensuring the guidance for employees hired on or after April 1, 2021, that work exclusively in remote settings due to COVID-19-related precautions, will remain in place until they undertake non-remote employment on a regular, consistent, or predictable basis, or until the extension is terminated. Upon commencing non-remote employment, the employer must verify the employee’s documents in person, within three business days.

    While some questions were raised in determining what to do if a remote employee leaves the job before the employer has a chance to inspect their I-9 documents in person, ICE provided the following information: “Employers may be unable to timely inspect and verify, in-person, the Form I-9 supporting documents of employee(s) hired since March 20, 2020, . . .in case-by-case situations (such as cases in which affected employees are no longer employed by the employer). In such cases, employers may memorialize the reason(s) for this inability in a memorandum retained with each affected employee’s Form I-9. Any such reason(s) will be evaluated, on a case-by-case basis, by DHS ICE in the event of a Form I-9 audit.” Still, little clarity is provided when a “case by case” policy is referenced. That said, GMS’ Vice President of Client Services Stacey Larotonda recommends employers do what they can in obtaining Form I-9 documentation physically to avoid any complications down the road.

    ICE is anticipated to significantly expand its I-9 inspection efforts when the pandemic nears its end – at which point, the federal government will be looking for errors made under the relaxed rules, as well as other commonly made mistakes – such as not entering the initial date of employment or incorrectly submitting a section. Knowing that the minimum fine per individual for paperwork or technical violations in 2020 was $234, and could run upwards of thousands of dollars, it’s recommended that an employer first self-audits, then partners with a PEO like GMS to assist in the efforts.

    Our HR experts will continue to monitor for updates in this matter. To learn more about GMS and how our services could be your best defense against I-9 errors, contact us today.