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  • Employee burnout has become an increasingly prevalent issue in the workplace, impacting both individuals and businesses. As a business owner, it’s crucial to prioritize the well-being of your employees and create a supportive environment that fosters growth, engagement, and productivity. In addition, as businesses continue to push the boundaries of productivity and efficiency, the toll on employees’ physical and mental well-being has become increasingly apparent.

    Now, more than ever, it’s imperative for business owners to recognize the detrimental impact of burnout and take proactive steps to prevent it. Approximately one million American workers call out sick because of stress every day. Let’s explore strategies to help business owners reduce employee burnout and build a thriving workforce.

    Cultivate A Culture Of Work-Life Balance

    One of the most effective ways to combat employee burnout is by promoting a healthy work-life balance. Encourage your employees to prioritize self-care and personal well-being by providing flexible work arrangements, such as remote work options, flexible hours, or compressed work weeks. Foster a culture where breaks and vacations are encouraged, and lead by example in demonstrating a balanced lifestyle. By respecting their personal lives and allowing them to recharge, you’ll empower your employees to bring their best selves to work.

    Develop Clear Expectations And Realistic Workloads

    Unclear expectations and overwhelming workloads are major contributors to burnout. Clearly define job responsibilities, objectives, and performance expectations to ensure employees have a clear understanding of what is expected from them. Collaborate to set realistic workloads and deadlines and regularly review and adjust them as necessary. Encourage open communication and provide support to employees who feel overwhelmed, allowing for potential workload redistribution or task delegation. Ensuring a manageable workload empowers your employees to perform at their best without feeling overwhelmed.

    Foster A Supportive And Inclusive Work Environment

    A positive work environment plays a significant role in preventing burnout. Cultivate a supportive culture by encouraging collaboration, fostering open communication, and recognizing employee achievements. Create channels for employees to provide feedback and address concerns. Promote diversity and inclusivity by valuing different perspectives and backgrounds. Building a culture of trust, respect, and support establishes a foundation where employees feel valued and motivated, reducing the risk of burnout.

    Invest In Professional Development And Growth Opportunities

    Employee burnout can arise from feeling stagnant and lacking growth opportunities. Demonstrate your commitment to your employees’ professional development by investing in training programs, workshops, and skill-building opportunities. Provide regular performance feedback and create clear pathways for career advancement. Encourage employees to set personal development goals and support them in achieving these goals. By nurturing a growth-oriented environment, you empower employees to unlock their full potential and find fulfillment in their work.

    Implement Employee Wellness Programs

    Prioritizing employee well-being through wellness programs can have a significant impact on reducing burnout. Offer wellness initiatives such as yoga or meditation classes, fitness challenges, or access to counseling services. Promote healthy habits through initiatives such as healthy snacks, ergonomic workstations, or encouraging regular physical activity breaks. By investing in employee wellness, you demonstrate your commitment to their overall health and happiness.

    Protect Your Greatest Asset – Your Employees

    At the end of the day, you want to protect your greatest asset – your employees – from experiencing the debilitating effects of burnout. Fortunately, when you partner with a professional employer organization (PEO) like GMS, you gain access to a comprehensive suite of resources and a team of dedicated experts to support your employees before they reach that breaking point.

    A PEO can provide guidance on implementing strategies for work-life balance, streamlining workload management, fostering a positive work environment, and offering wellness programs such as diabetic management and metabolic wellness. With GMS by your side, you can proactively address burnout, cultivate a culture of well-being, and ensure that your employees thrive personally and professionally. Together, let’s build a resilient workforce equipped to navigate the challenges of today’s economy. Contact us today to learn how you can get started.

  • Finding quality and proficient workers has always been a challenge for businesses. However, since the COVID-19 pandemic, talent scarcity has increased across industries. In fact, 55% of business owners and recruiters struggle to find qualified applicants for open positions. In addition to the talent shortage, generational transitions with Gen Z stepping into the workforce have significantly shifted employee expectations, leading to dramatic events, including quiet quitting and the Great Resignation. In light of these circumstances, finding quality talent that will be committed to your business is more challenging than ever.

    As the U.S. faces one of the most alarming labor crunches it has ever seen, your recruitment efforts must be as streamlined as possible. On average, hiring expenses amount to nearly $4,000 per new hire, and the process itself takes approximately 42 days. With the advancement of technology, recruitment software has become essential for finding top talent. Recruitment automation tools streamline the hiring process, enhance candidate attraction, and improve engagement. These tools leverage cutting-edge technology to automate repetitive tasks, allowing recruiters to focus on building meaningful connections with potential candidates.

    Moreover, in the face of talent scarcity and shifting employee expectations, candidate experience has emerged as a pivotal factor in recruitment success. Recruitment automation tools enable personalized and tailored interactions with candidates, ensuring they have a positive experience throughout the hiring journey. From intuitive application processes and automated status updates to prompt and customized communications, these tools enable recruiters to deliver an exceptional candidate experience that fosters engagement and sets the stage for a long-term commitment. We understand the difficulties in managing the hiring process, which is why we’re making a case for automated recruitment software.

    The Importance Of Automated Recruiting Software 

    Businesses are rapidly adopting recruiting automation tools to help streamline their hiring process. One of the most significant benefits of using recruiting automation software is that it saves you time by automating tedious tasks, which include screening resumes, scheduling and conducting interviews, and engaging with candidates throughout the hiring process.

    As a business owner, the multitude of tasks to handle within a single day can be overwhelming. However, leveraging recruiting automation software can alleviate some of this burden and make your workload more manageable. Implementing automation tools allows you to swiftly identify top talent, resulting in faster hiring processes and quicker onboarding of new candidates.

    Reasons why you should leverage recruiting automation tools:

    • Increases productivity: Recruiting automation tools streamline various tasks involved in the recruitment process, such as job posting, resume screening, interview scheduling, and candidate communication. You can focus more on strategic initiatives by automating these time-consuming and repetitive tasks. 
    • Improves quality of hire: Recruiting automation tools often with features such as applicant tracking systems (ATS) and pre-employment assessments that help evaluate candidates more effectively. These tools enable you to identify the most qualified candidates based on specific criteria, leading to better hiring decisions and ultimately improving the quality of the hires. 
    • Bias-free hiring: Leveraging recruiting automation tools can help mitigate unconscious biases often influencing the hiring process. By implementing standardized procedures and using objective evaluation criteria, these tools minimize the impact of discrimination, ensuring a fair assessment of candidates based on their skills, qualifications, and experience.
    • Assesses candidate skills effectively: Many recruiting automation tools provide skill assessment features, allowing recruiters to evaluate candidates’ abilities accurately. These tools may include coding tests, cognitive assessments, or behavioral assessments tailored to the job’s specific requirements. By utilizing these assessments, you can make a more informed decision about a candidate’s skill set.
    • Reduces the time to hire: With recruiting automation tools, recruiters can automate and expedite various stages of the hiring process. By eliminating manual tasks and streamlining workflows, these tools significantly reduce the time required to identify, evaluate, and hire suitable candidates.
    • Reduces the cost per hire: Traditional recruitment methods often involve significant expenses, such as job postings, travel costs for interviews, and recruitment agency fees. You can minimize or eliminate many of these costs by leveraging recruiting automation tools. Automated processes reduce the need for manual intervention, decrease administrative overhead, and optimize the recruitment process, leading to cost savings in the long run.
    • Enhances the candidate’s experience: Automation tools can provide a seamless and user-friendly experience for candidates throughout the recruitment process. Features such as online application forms, automated status updates, and self-scheduling interviews empower candidates, making the process more transparent and convenient. A positive candidate experience can improve the organization’s reputation and help attract top talent.
    • Increases diversity: Recruiting automation tools can contribute to diversity and inclusion efforts by promoting fair hiring practices. They can help identify and eliminate biases in job descriptions or selection processes, ensuring honest candidate evaluation.

    Recruiting automation tools ultimately help you attract and engage candidates by giving them a positive experience. In today’s competitive market, ensuring you’re providing an excellent candidate experience is essential. While many recruiting tools are available, it’s important to research to find the right tool for your business. Additionally, it’s vital that you take the time to understand and define your goals before implementing automation software. This approach not only assists in selecting the right tool but also simplifies your responsibilities in the long run, as you have a clear vision of your objectives and what you aim to achieve.

    Onboarding Process

    Hiring a qualified candidate is just the first step. A well-executed onboarding process is essential to ensure a seamless transition for the new hire. In addition to streamlining the hiring process, specific recruiting automation tools can assist you beyond recruitment efforts with features such as onboarding modules. The modules simplify onboarding by automating paperwork, providing relevant resources, and guiding new hires through necessary steps. These tools help to facilitate the smooth integration of your new hires.

    The implementation of such tools can have several benefits. First and foremost, it reduces the administrative burden on HR professionals, allowing them to focus on more strategic aspects of talent management. Moreover, a simplified onboarding process enhances the new employee’s experience, immediately making them feel valued and supported. In turn, this increases employee engagement and loyalty toward your organization.

    Lastly, a well-structured onboarding process accelerates the new hire’s time to productivity. By providing them with the necessary tools, information, and guidance, they can quickly grasp their responsibilities and make meaningful contributions to the team. Overall, leveraging recruiting automation tools with comprehensive onboarding modules can assist your business in creating a positive and efficient transition for new hires.

    Let’s Find The Candidates You Want And Need

    While the right candidate is out there, it’s up to you to wow them from start to finish. With GMS as a partner, you can find the candidates you want and need. We understand that finding, hiring, and developing the right people for your business requires extensive time and effort between ongoing training and employee recruitment services. GMS provides the necessary tools and resources to take on these responsibilities while improving your recruiting, hiring, and training efforts. We work with you to create enticing job descriptions that will attract top talent, conduct the initial interview with candidates, and provide you with training software to set your employees up from the beginning. Stop wasting valuable time in areas that GMS specializes in. Contact us today!

  • In light of recent legislative changes, it’s crucial for employers to update their workplace posters to comply with the new rights provided by the Pregnant Workers Fairness Act (PWFA) and the Providing Urgent Maternal Protections for Nursing Mothers Act (PUMP Act). To assist with this, the U.S. Department of Labor (DOL) has released two updated posters that outline the additional information related to these laws. These posters serve as a comprehensive resource, explaining employees’ rights under the Family and Medical Leave Act (FMLA) and the Fair Labor Standards Act (FLSA).

    Furthermore, the U.S. Equal Employment Opportunity Commission (EEOC) has also made revisions to its “Know Your Rights: Workplace Discrimination Is Illegal” poster. This updated version includes important details about the PWFA and must be displayed starting June 27th, 2023.

    What You Should Know As A Small Business Owner

    As a small business owner, it’s crucial to stay informed about these changes. In 2010, the federal Affordable Care Act introduced the requirement for pumping breaks, initially applicable only to nonexempt workers under the FLSA. However, the revised FLSA poster now emphasizes that these rights extend to exempt employees as well, meaning salaried workers who are not entitled to overtime. It also clarifies that while FMLA leave is unpaid, an employee may be required to utilize employer-provided paid leave simultaneously.

    Displaying the updated posters from the DOL and EEOC satisfies the notice requirement for employers. It’s essential for covered employers to prominently display these posters in all of their establishments, ensuring employees can easily read and access the information they provide.

    To access the new posters, click here.

    It’s important to note that the PWFA will go into effect on June 27th, 2023, and applies to all employers with a minimum of 15 employees. The PUMP Act, on the other hand, came into effect in December 2022, with changes to remedies taking effect on April 28th, 2023. Some exemptions are granted to small businesses under the PUMP Act.

    Utilize A PEO To Keep You Updated

    To stay updated and ensure compliance with these evolving regulations, consider utilizing a professional employer organization (PEO). PEOs like Group Management Services (GMS) provide valuable assistance in keeping your business informed and in compliance with the latest legal requirements, allowing you to focus on running your operations smoothly.

    Sam Hutchinson, GMS’ HR Account Manager, expressed, “It’s vital that employers stay updated and remain compliant with the constant changes in employment law. The PWFA and PUMP Act are liberating changes that will truly make women feel heard while trying to overcome the challenges that motherhood potentially brings.”

    Stay informed, display the revised posters, and leverage the resources available to you to navigate the changing landscape of workplace regulations. Partner with us today!

  • In an unprecedented move, the New York Legislature has ushered in a groundbreaking era with the passage of the highly anticipated Clean Slate Act. Awaiting the final stamp of approval from Governor Kathy Hochul, this transformative legislation aims to enhance the employment prospects of individuals with prior criminal histories, provided they have maintained a clean record in recent years.

    Once Governor Hochul signs this bill into law, the records of certain convictions will be automatically sealed after specific timeframes. This approach not only grants a fresh start to deserving individuals but also opens up a world of new employment avenues.

    Understanding The Act

    Let’s start with the basics. What does sealing a record mean? Sealing removes a person’s criminal record from public view though it can still be accessed through a court order.

    Once the act goes into effect, it would immediately seal the records of criminal convictions under state law as follows:

    • Misdemeanors: If there was no sentence of incarceration, these offenses would be sealed three years from the individual’s release from prison or the imposition of a non-custodial sentence. 
    • Felonies: Eight years following the individual’s release from prison, the records of these more serious offenses will be sealed. 

    It’s important to note that Class A-I felonies, which encompass crimes such as aggravated murder, terrorism, and certain sexual offenses, are not eligible for sealing. These exceptions ensure public safety while providing redemption for less severe offenses.

    Sealing records will become an automatic process, sparing individuals from navigating complex legal procedures. However, it’s crucial to highlight that automatic sealing will not occur if the convicted individual has pending criminal charges, is on probation, or remains under parole supervision when the stipulated time period elapses.

    Additional Actions That Come With The Act

    The Clean Slate Act goes above and beyond by extending its protective shield against discrimination. Employers will be prohibited from inquiring about sealed conviction records or discriminating against candidates or employees based on such records. This monumental amendment to the New York State Human Rights Law paves the way for a fairer and more inclusive job market, where individuals can be considered based on their present merits rather than past transgressions.

    While the sealed records will largely remain confidential, exceptions do exist in certain circumstances. For instance, entities mandated by state or federal law to conduct fingerprint-based background checks will still have access to these records. Similarly, organizations involved in child protection, elderly care, or working with vulnerable adults will be authorized to examine sealed records for the safety of those they serve.

    In addition, law enforcement officers conducting investigations and licensing officers processing firearm license applications may also access these records as necessary. It’s essential to recognize that the Clean Slate Act exclusively pertains to convictions under New York’s penal law and does not extend to federal or out-of-state criminal convictions.

    What This Means For Small Business Owners

    As a small business owner, the Clean Slate Act will empower you to consider candidates on their current qualifications and abilities, unburdened by the weight of past mistakes. By participating in this transformative movement, you can contribute to a society that values compassion, rehabilitation, and growth.

    While we await the final decision, you must prepare your business to ensure you remain compliant with all rules and regulations. Have you considered partnering with a professional employer organization (PEO)? A PEO like Group Management Services (GMS) can serve as a guiding hand through this transition. Our experts provide crucial compliance guidance, ensuring businesses adhere to the act’s regulations and develop non-discriminatory hiring practices. In addition, we can help you establish fair screening processes, help with HR support and training, and ensure accurate recordkeeping and compliance audits.

    By partnering with GMS, you can confidently navigate the complexities of the Clean Slate Act. Contact us today to learn how we can streamline your business operations while ensuring you remain compliant with evolving laws and regulations.

  • In the age of relentless technological progress, our workplaces have undergone a profound transformation. From how we conduct business to the methods we employ for HR management, every facet has evolved through this unstoppable tide of innovation. In today’s fast-paced world, organizations face complex labor laws, regulations, and ethical obligations as they work to forge a workplace that is fair, inclusive, and fully compliant with the ever-evolving demands of the modern era.

    Failure to comply with these requirements can result in irreparable damage and costly penalties. By taking the time to understand HR requirements and implementing actionable strategies fully, you can ensure your business stays on the right side of the law.

    Understanding HR Compliance In The Digital Age

    HR compliance isn’t just a box to check off; it’s a fundamental aspect of protecting your employees’ rights, maintaining your organization’s reputation, and safeguarding its long-term success. It serves as a proactive risk management strategy. By identifying and addressing potential compliance issues early on, you can prevent costly fines, lawsuits, and mitigate reputational damage. This allows your organization to allocate resources more efficiently and focus on core business objectives, leading to long-term success.

    In the digital age, HR compliance efforts extend outside traditional areas and require creative measures to address new challenges. Privacy and data security have become top concerns as sensitive employee information becomes increasingly digitized. Robust protocols and security measures are necessary to protect against data breaches and unauthorized access risks. You’ll need to adapt to these challenges and embrace technological solutions.

    Beyond privacy and data security, areas such as fair employment practices, workplace safety, and diversity and inclusion are also top concerns. Through new software, you can ensure compliance in these areas and create a safe and inclusive environment for your employees where everyone feels valued and respected. This, in turn, promotes productivity, employee satisfaction, and retention.

    Staying updated with legal requirements and industry best practices is crucial to ensure your HR policies and procedures continue to align with current standards. HR compliance is not a one-time effort; it requires ongoing monitoring and adaptation to changing laws and regulations. Prioritizing HR compliance can enhance your organization’s competitive advantage. Businesses that demonstrate a strong commitment to ethical practices and compliance are more likely to attract top talent who seek trustworthy and responsible employers. In other words, a reputation for compliance and integrity can differentiate your organization from competitors.

    Common HR Compliance Violations 

    There is a wide range of HR compliance areas to consider, with the most common violations falling into the following categories:

    • Statutory compliance: Statutory compliance refers to the legal obligations imposed by local, state, and federal laws. Non-compliance with these laws can lead to significant fines or even criminal charges.
    • Regulatory compliance: Regulatory compliance includes laws, regulations, and guidelines that pertain to your specific business or industry. Similar to statutory, failing to comply with these regulations can result in legal penalties. Regulatory guidelines tend to be updated more frequently than statutory ones and will require ongoing attention to ensure compliance.
    • Contractual compliance: Contractual compliance involves meeting a legally binding contract or agreement’s terms, conditions, and obligations. It includes fulfilling the performance, delivery, payment, confidentiality, intellectual property requirements, and any other provisions mentioned.
    • Internal compliance: Internal compliance refers to the adherence to an organization’s internal policies, procedures, and guidelines. It refers to internal codes of conduct, ethical standards, information security protocols, risk management practices, and other rules set by your company’s leadership.
    • Training compliance: Training compliance refers to compliance with mandatory training programs, industry-specific certifications, and continuing education requirements. It requires that your employees receive the necessary training to perform their jobs safely and effectively.

    Though these are the most typical compliance-related pitfalls, this is not a comprehensive list of HR compliance. It is essential that you remain diligent and up to date with current HR compliance laws, regulations, and best practices.

    Simplifying Compliance

    While technological advancement has presented challenges, it’s also simplified HR compliance. With the majority of information stored digitally, regulators, auditors, and legal teams can efficiently utilize compliance software to retrieve reports and data automatically. Compliance software not only streamlines the process but also ensures accuracy and efficiency.

    In addition, compliance software can aid in tracking changes and updates. As regulations and laws evolve, tracking systems can monitor and document the timing, individuals involved, and specific adjustments made. Which, in turn, enables you to maintain a comprehensive record of compliance-related activities.

    Technological advancements have also impacted training and recruitment practices. Mandatory training can now be digital, allowing for convenient and consistent delivery across your workforce. In the event of an audit, digital platforms provide tangible evidence that all employees have completed the necessary training requirements.

    Recruitment software plays a crucial role in mitigating bias and stereotypes. By utilizing recruitment software, you can ensure compliance with non-discriminatory regulations, creating a fair and inclusive hiring process. Consequently, you will be better protected against potential lawsuits and can maintain a reputation for upholding equality and diversity.

    Data Privacy And Security 

    As part of your HR responsibilities, you will handle a wide variety of sensitive information, including social security numbers, health care and retirement plans, background checks, and salary details. In today’s digital landscape, where data storage and management predominantly occur electronically, safeguarding the privacy and security of your employees and company’s information is crucial.

    Start by establishing robust access controls and permissions to limit data access only to authorized personnel. Assign unique user accounts, regularly review and update access rights, and implement multi-factor authentication where possible. By employing these measures, you can significantly reduce the risk of unauthorized individuals gaining access to confidential data.

    In addition, utilize encryptions to protect sensitive data both at rest and in transit. Encryption scrambles the information, making it unreadable without the appropriate decryption key. Ensuring that even if data is intercepted or stolen, it remains inaccessible to unauthorized individuals. Similarly, regular data backups are essential to mitigate the impact of data loss or system failures, allowing for restoring critical information.

    To further enhance privacy and security, it’s vital to implement stringent security measures such as firewalls, intrusion detection systems, and antivirus software to protect against external threats. Regular security assessments and vulnerability scans can help identify and proactively address potential weaknesses.

    Equally important is the implementation of thorough data breach response plans. Security breaches can still occur even if protective measures are in place and your company is diligent in regular assessments and updates. A well-defined plan ensures a swift and effective response, minimizing the impact on affected individuals and the organization. A response plan should include promptly notifying affected parties, cooperating with regulatory authorities, and taking necessary steps to mitigate the damage.

    Lastly, ongoing employee training and awareness programs are essential to instill a data privacy and security culture within your organization. Employees should be educated on the importance of protecting sensitive information, recognizing common security threats such as phishing attempts, and adhering to data handling procedures and policies.

    In short: 

    • Restrict access to sensitive information exclusively to essential personnel
    • Deploy multi-factor authentication whenever feasible
    • Apply encryption protocols to safeguard sensitive information
    • Deploy security measures like antivirus software, intrusion detection systems, and firewalls
    • Regularly perform security assessments and vulnerability scans
    • Formulate a comprehensive response plan in case of a security breach
    • Provide continuous employee security training and awareness initiatives

    Effective Implementation 

    By diligently implementing these privacy and security best practices, you demonstrate your commitment to safeguarding your employees and the company’s sensitive information. Ultimately, prioritizing HR data privacy and security protects your organization from legal and reputational harm and upholds the ethical responsibility to ensure the confidentiality and integrity of sensitive information.

    Are you looking to refine your HR policies and procedures? Collaborating with a professional employer organization (PEO) can alleviate the burden, allowing you to concentrate on the aspects of your business that bring you the most satisfaction. Inefficiencies in your HR processes can lead to unforeseen fines and penalties. With GMS’ best practices and strategic audit programs, we can help you reduce costs and improve your HR functions while ensuring compliance. We’ll help you maintain your competitive edge by comparing your current HR practices with proven best practices and offer solutions to help you optimize your operations and enhance overall efficiency. Get in touch with us today, and let us help you refine your HR strategy.

  • In today’s fast-paced and demanding work environment, it’s become increasingly evident that employee leaves of absence (LOA) play a vital role in maintaining the well-being and productivity of individuals while also contributing to overall employee morale. With numerous regulations and guidelines to consider, organizations must fully understand the legal obligations and optimal approaches when managing employee LOAs.

    By establishing clear LOA policies, employers foster a supportive and inclusive work culture that prioritizes health and happiness while complying with federal and state regulations. If you’re struggling to navigate the nuances of LOAs, these guidelines will help you effectively develop and manage your policies.

    What Is A Leave Of Absence? 

    A leave of absence is an invaluable resource you, as an employer, can provide to employees who need an extended break due to circumstances that are out of the ordinary. These circumstances could include major illness or injury, caring for a loved one, moving, or religious observances, to name a few. It serves as a means to temporarily step away from work and address personal matters that require focused attention. Unlike regular paid time off (PTO), a LOA can be unpaid and is generally longer than a vacation request. Additionally, employees continue to receive their health package and guaranteed job security.

    You should be aware of two primary categories of LOAs: mandatory and voluntary. Mandatory leave encompasses those safeguarded by federal and state laws. They protect employees’ rights in specific situations you must provide. On the other hand, voluntary leaves are individual policies established by employers. They can be used as a recruitment tool and foster positive employee engagement, benefiting your company long-term.

    Mandatory Leave 

    Mandatory LOAs come from legal provisions to safeguard employees’ rights and well-being. These protections can include maternity and paternity leave, medical leave for personal health conditions, and family or caregiver leave for tending to the needs of loved ones. Though the laws governing these leaves vary by jurisdiction, their purpose remains consistent: to ensure that employees facing challenging life events can attend to their circumstances without fear of losing their jobs.

    Mandatory leave includes the Americans with Disabilities Act (ADA) and the Family Medical Leave Act (FMLA).
    The ADA comes into play if you have a workforce of 15 or more. It ensures certain rights for workers facing physical or mental impairments that substantially limit one or more major life activities. While there isn’t a predetermined duration of work leave that you’re obligated to provide, you must make accommodations whenever necessary. In this context, granting leave can be considered a reasonable accommodation. Still, the decision is made on a case-by-case basis, depending on each situation’s unique circumstances.

    ADA work leave must be approved unless it would cause undue hardship to you as the employer. Undue hardship is determined based on factors such as the business’s financial resources and the severity of disruption to work operations.

    The FLMA applies to businesses with 50 or more employees located within a 75-mile radius. To be eligible, employees must have worked a minimum of 1,250 hours over the previous 12 months. FLMA allows eligible employees to take up to 12 weeks of unpaid, job-protected leave for specified family or medical reasons. During this leave, the employee’s group health insurance coverage must continue as though the employee is still working.

    Mandatory leave covered by ADA and FMLA ensures the rights of workers in several specific situations, such as:

    1. If an employee is pregnant or has recently given birth 
    2. Welcoming a child through adoption or foster care placement 
    3. Caring for their spouse, child, or parent suffering from a severe medical illness or injury
    4. Experiencing a severe health condition that significantly impairs their ability to perform essential job functions 
    5. If they have a qualifying difficulty arising from the active military duty of their spouse, child, or parent 

    Voluntary Leave

    In contrast, voluntary LOAs are discretionary policies put forth by employers to support their workforce. These leaves may cover a range of scenarios, such as sabbaticals, personal development leaves, or even time off to pursue personal passions. By offering these voluntary leaves, you can demonstrate your commitment to the well-being and satisfaction of your employees, recognizing that a balanced work-life balance is vital for maintaining a motivated and productive workforce.

    Common voluntary leave requests include:

    • Bereavement leave: A temporary leave granted to employees to grieve the loss of a close family member, usually a spouse, child, parent, or sibling.
    • Personal leave: This type is for travel, education, or self-care reasons. It may or may not be paid depending on the employer’s policies.
    • Sabbatical: Sabbatical leave is typically granted to employees who have worked for a certain period. It’s for professional development, research, or personal pursuits.
    • Public holidays: Although not legally required, most companies follow the list of federal holidays and offer PTO during those days.
    • Moving: When employees need to relocate their residence due to personal circumstances, some employers may offer leave or flexible work arrangements to facilitate a transition.
    • Religious observances: This leave is reserved for important religious holidays so employees can fulfill their religious obligations.
    • Adverse weather conditions: In severe weather conditions, threatening employees’ safety or hindering their ability to commute, employers may implement policies allowing for leave or remote work options. These policies prioritize the well-being and safety of employees while ensuring minimal disruption to business operations.

    Protected Leaves Of Absence 

    Also protected by law are a few circumstances outside of mandatory leave. These include: 

    1. Jury duty: Employer must provide leave for employees selected for jury duty or attend court proceedings as witnesses. Under the Fair Labor Standards Act (FLSA), you may not penalize an employee for being called to jury duty for threats of termination or disciplinary action. However, you’re not required to pay employees during leave taken for jury duty. 
    2. Voting: Some state laws require employers to provide employees with leave to vote. However, laws vary from state to state, so staying current with your state’s laws is crucial. 
    3. Military service: Under the Uniformed Services Employment and Reemployment Rights Act (USERRA), employees are to be promptly re-employed in their civilian jobs upon return from duty. 

    How To Manage Leave Of Absence Effectively 

    Develop a clear employee leave of absence policy 

    Establishing clear and comprehensive policies and procedures for LOAs is essential. Make sure to communicate these policies to all employees, ensuring they understand the requirements and procedures for requesting and managing leaves. Include information on the available leave types, the request process, the documentation required, and any notice periods or restrictions. Clear policies and procedures help create consistency and fairness in managing leaves, reducing confusion and potential conflicts.

    The best policies are fair and consistent across all employees, but it’s important to remember that each situation will differ. If an employee requests an extension of their leave, consider whether or not it would be reasonable for them to do so before rejecting their request.

    Open communication channels 

    It’s vital to create a supportive environment where employees feel comfortable discussing their needs and reasons for taking leave with their managers or HR representatives. Encouraging open and transparent communication can help ensure that all parties involved are on the same page and any necessary accommodations can be made. Additionally, establish a designated point of contact for leave-related inquiries to ensure employees can access necessary forms and resources. You should regularly check in with employees on leave to offer support and updates on any changes or developments at the workplace. Effective communication helps both parties plan and prepare for the absence, ensuring a smoother transition and minimizing disruption.

    Establish a leave tracking system 

    Implementing a robust leave tracking system can significantly assist in managing LOAs effectively. This system should allow employees to request leave quickly, provide the necessary documentation, and track their leave balances. It should also enable managers and HR personnel to review and approve leave requests, monitor overall leave utilization, and ensure compliance with company policies and legal requirements. A well-designed leave tracking system streamlines the process, reduces administrative burden, and enables accurate record-keeping, which is crucial for payroll and benefits purposes.

    Importance Of Leaves Of Absence 

    You can effectively navigate employee LOAs by prioritizing employee well-being, maintaining consistent policies, and fostering open communication. Embracing these practices supports employees during challenging times and fosters a committed and engaged workforce upon their return, ultimately contributing to your business’s success.

    Are you unsure about the effectiveness of your existing policies? While you may be an expert in your field, navigating HR compliance can be challenging. That’s where GMS comes in. We specialize in HR compliance, best practices, and strategic audits. Our team of HR specialists will take the time to understand your current HR functions, identify your strengths and weaknesses and provide recommendations to enhance your internal processes. From everything from I-9 to FLSA audits, we help you ensure your business is compliant. With GMS, refining your policies and improving your HR practices becomes seamless and efficient. Contact us today, and let’s get started!

  • In an era marked by increasing concerns over data privacy and security, Florida has taken a bold step forward. Governor Ron DeSantis recently signed a data protection bill that promises to reshape how organizations conduct business in the state. The Florida Digital Bill of Rights (FDBR), signed on June 6th and set to take effect on July 1st, 2024, introduces a range of unique provisions that significantly impact privacy compliance efforts for businesses operating in the Sunshine State. Let’s look at the details and explore why this legislation is capturing the attention of organizations nationwide.

    Targeting Large Technology And Advertising Companies

    The FDBR is drawing attention by targeting large technology and advertising companies as data controllers. To qualify as a data controller under the bill, an organization must have $1 billion in global gross revenue and satisfy specific criteria. These criteria include the following:

    • Deriving 50% of global gross revenue from the sale of online advertisements 
    • Operating a consumer smart speaker and voice command service
    • Managing an app store or digital distribution platform with a substantial number of software applications 

    By focusing on these entities, the FDBR aims to regulate the practices of major players in the digital world. 

    Compliance Implications For Processors And Third-Parties

    While the FDBR primarily aims at data controllers, it does not exclude compliance implications for other entities. Processors and third parties, which do not meet the data controller criteria, still have responsibilities and obligations under the legislation. These entities must be mindful of data processing activities on behalf of data controllers and handling personal data received in a third-party capacity, even if they don’t meet the data controller threshold. This ensures a comprehensive approach to data protection across various actors involved in data processing.

    Robust Data Privacy Rights For Florida Consumers

    The FDBR places significant emphasis on empowering consumers with robust data privacy rights. Florida residents will have access to key rights, including the ability to confirm whether a data controller is processing their data, correct inaccurate information, request deletion of personal data, and exercise data portability rights. In addition, the bill grants opt-out rights related to the sale of personal information, targeted marketing, profiling, and the collection of sensitive data and personal data through voice recognition features. By providing consumers with these rights, the FDBR aims to enhance transparency, control, and consent in data processing activities.

    Processes For Privacy Rights And Consent

    The FDBR lays out clear processes for data controllers to receive, process, and respond to individuals exercising their privacy rights. It establishes a privacy rights appeals process to ensure consumers can effectively exercise their rights and seek recourse if necessary. Furthermore, the bill mandates that data controllers must obtain explicit consent from consumers before using personal data for purposes beyond those reasonably necessary or compatible with the original disclosed purpose, processing sensitive personal data, or enrolling consumers in certain financial incentive programs. These provisions reinforce the importance of informed and meaningful consent in data processing activities.

    Prohibition Of Dark Patterns And Sale Of Sensitive Data

    Aligning with best practices in data privacy, the FDBR explicitly prohibits using “dark patterns.” While the term is not precisely defined, the bill clarifies that consent cannot be obtained by accepting broad terms of use or through deceptive design elements such as hovering over, muting, pausing, or closing content. Moreover, the FDBR imposes restrictions on for-profit entities that collect personal data, prohibiting the sale of a consumer’s sensitive data without obtaining the consumer’s consent. These provisions aim to safeguard individuals from manipulative practices and reinforce the importance of respecting consumer choices.

    Stringent Data Breach Notification Requirements

    Recognizing the gravity of data breaches, the FDBR includes stringent requirements for organizations to notify affected individuals and relevant authorities in the event of a breach. This proactive approach to data breach notifications aims to minimize potential harm and empower individuals to take appropriate action. Organizations must develop robust incident response plans to swiftly and effectively address breaches while complying with the law’s notification obligations.

    Ensure You Remain Compliant 

    Complying with Florida’s new data protection law is not just an option but a necessity for businesses operating in the state. The FDBR has a robust enforcement framework designed to ensure adherence to the legislation’s provisions. As data controllers, businesses must undertake data impact assessments and be prepared to provide them upon request by the Florida attorney general. The FDBR grants exclusive enforcement authority to the state’s Department of Legal Affairs, which treats violations of the FDBR as unfair and deceptive trade practices.

    Civil penalties of up to $50,000 per violation can be imposed, making it crucial for businesses to prioritize compliance. While the law does not create a private right of action, it does include a 45-day cure period that allows businesses to correct any compliance issues before facing enforcement action. By proactively complying with the FDBR, companies can mitigate the risk of penalties, protect their reputation, and demonstrate their commitment to safeguarding consumer data and privacy.

    Partner With GMS Today!

    Navigating the complexities of the FDBR and ensuring compliance with its provisions can be challenging for small business owners in Florida. Have you considered partnering with a professional employer organization (PEO)? A PEO like Group Management Services (GMS), offers comprehensive HR solutions, including expert guidance on data protection and privacy compliance. Our experts understand the complexities of regulations such as the FDBR and can help business owners implement necessary policies and procedures and develop robust data protection measures.

    When you partner with GMS, you can streamline your compliance efforts and focus on your core operations while meeting the stringent requirements of the FDBR. With the right PEO by your side, businesses can confidently navigate the changing landscape of data privacy and security, safeguarding their reputation and fostering trust with their customers in this digital age. Contact us today to learn more about how we can protect your business!

  • Colorado Governor Jared Polis took a significant step towards promoting fairness in the hiring process by signing the Job Application Fairness Act (JAFA) into law on June 2nd, 2023. This new legislation specifically addresses the issue of age discrimination by prohibiting employers from asking about an applicant’s age during the hiring process. JAFA builds upon Colorado’s existing requirements and guidelines for hiring, which already include restrictions on inquiring about criminal histories (commonly known as “ban-the-box”) and the mandatory inclusion of salary and benefit information in job postings. JAFA will officially take effect on July 1st, 2024.

    Exploring The Law In Detail 

    JAFA outlines the specific information employers are forbidden from requesting during the initial employment application. This includes the applicants:

    • Age
    • Date of birth
    • Dates of school attendance or graduation 

    Suppose an employer requires application materials such as transcripts or graduation certificates. In that case, they must inform applicants that they can redact any information that reveals their age, date of birth, or school attendance/graduation dates. It’s important to note that these restrictions apply exclusively “at the time of an initial employment application.”

    Under certain circumstances, JAFA does allow employers to request verification of compliance with age requirements in the initial employment application. These circumstances include cases where:

    • Age is a legitimate occupational qualification related to public or occupational safety 
    • Such information is required by federal law or regulation 
    • A state or local law or regulation mandates such information based on a legitimate occupational qualification 

    While JAFA does not grant applicants the right to pursue legal action for a violation of the law, employers may face penalties if found to be in violation by the Colorado Department of Labor and Employment (CDLE). Applicants who believe JAFA has been violated can file a complaint within 12 months of the violation, prompting an investigation by the CDLE to determine the merits of the claim.

    If the CDLE finds an employer guilty of violating JAFA, the following penalties will be imposed: 

    • First violation: A warning and an order to achieve compliance within 15 business days
    • Second violation: An order to achieve compliance within 15 business days and a maximum civil penalty of $1,000
    • Subsequent violations: An order to achieve compliance within 15 business days and a maximum civil penalty of $2,500

    When JAFA goes into effect in 2024, Colorado will join the ranks of states such as California, Connecticut, Minnesota, and Pennsylvania that have implemented legislation prohibiting age-related inquiries during the job application process.

    Allow GMS To Lend A Helping Hand

    With evolving employment laws and regulations, small business owners in Colorado can significantly benefit from partnering with a professional employer organization (PEO). As a PEO, GMS is committed to assisting business owners across the country in navigating and implementing these significant changes within their organizations.

    As JAFA takes effect and joins a growing list of legislative measures to foster fair employment practices, the complexities of compliance can be daunting for small business owners. However, with the guidance and expertise of GMS, navigating these changes becomes more manageable. Our experts stand ready to provide support, empowering businesses in Colorado to focus on their core operations while ensuring they meet the requirements of the law. By harnessing the resources and knowledge of a trusted PEO, your small business can thrive, knowing you have a helping hand to guide you through the intricacies of employment regulations and promote a fair and inclusive work environment. Contact us today to learn more.

  • In the fast-paced world of startups, where every decision can make or break a company, investors constantly seek innovative strategies that give startups a competitive edge. One strategy that has caught investors’ attention is the utilization of a professional employer organization (PEO). These strategic partnerships provide startups with comprehensive HR solutions and offer a range of benefits that align with investors’ interests. What exactly is the difference between a startup utilizing a PEO and one that isn’t? That’s what we’re here to discuss. Let’s dive into the compelling reasons why investors are increasingly drawn to startups that embrace the power of PEOs, and how this partnership can lead to success.

    Streamlined HR Operations

    Investors recognize that startups must focus their time and resources on core business activities rather than getting dragged down by complex HR operations. PEOs specialize in managing HR functions such as:

    • Payroll 
    • Benefits administration
    • Risk management 
    • HR

    By leveraging the expertise of a PEO, startups can streamline their HR processes, allowing them to allocate more time and energy toward driving growth and innovation.

    Cost Efficiency And Scalability

    Investors also understand the importance of efficient resource allocation for startups. By partnering with a PEO, startups can access economies of scale that would otherwise be challenging to achieve independently. PEOs pool together multiple client companies, enabling startups to access the following:

    • Comprehensive benefits package 
    • Affordable insurance rates
    • Other cost-saving measures 

    In addition, as startups experience growth, PEOs offer scalability, seamlessly accommodating an expanding workforce and ensuring compliance with ever-changing labor laws.

    Compliance And Risk Mitigation

    In the highly regulated landscape of employment laws, startups must navigate a complex web of regulations to avoid costly legal consequences. Investors recognize the importance of adhering to these regulations and seek startups that demonstrate a commitment to legal compliance. PEOs bring specialized knowledge and experience in managing compliance and mitigating risks associated with employment practices. By partnering with a PEO, startups can access expert guidance, ensuring they comply with laws and regulations. This commitment to compliance gives investors confidence and reduces the potential for legal setbacks.

    Competitive Edge In Talent Acquisition

    Attracting top talent is a crucial component of any startup’s success. However, startups often face challenges competing with established companies when offering attractive employee benefits packages. PEOs level the playing field by granting startups access to comprehensive benefits programs, such as:

    • Health insurance 
    • Retirement plans
    • Vision and dental care
    • Life, accident, and critical illness
    • Pet insurance 
    • Short and long-term disability 
    • Telemedicine 

    These enticing benefits help attract top talent and foster employee loyalty and satisfaction. Investors recognize that startups with robust talent acquisition and retention strategies are better positioned for sustainable growth.

    Focus On Core Competencies

    Investors appreciate startups that demonstrate a laser focus on their core competencies. By offloading HR responsibilities to a PEO, startups can free up their internal resources to concentrate on what they do best – developing innovative products, acquiring customers, and scaling their business. This emphasis on core competencies enhances productivity and the startup’s chances of achieving milestones and delivering investor returns.

    GMS Has The Solution You’re Looking For

    Having explored the reasons behind investors’ preference for startups leveraging a PEO, let’s embark on the journey to find the perfect PEO for your business. Look no further than Group Management Services (GMS), a distinguished certified PEO (CPEO) that has surpassed the stringent requirements set by the Internal Revenue Service (IRS). As a CPEO, we go above and beyond by offering clients exclusive financial protections and tax benefits that set us apart from traditional PEOs. With our team of HR experts at your side, we are committed to equipping startups with the comprehensive services they need to thrive in today’s competitive labor market.

    From seamless onboarding and customized training programs to ensuring workplace safety and handling payroll administration, our end-to-end solutions cater to your needs. With the support of GMS, startups can confidently pursue their growth trajectory, capturing the attention and investment of forward-thinking stakeholders. Trust GMS to be your trusted partner in unlocking your startup’s full potential for success. Get a quote from us today!

  • Get ready, Colorado; significant changes are coming your way. The Colorado legislature has recently passed Senate Bill 23-105, which clarifies existing employer obligations and introduces new requirements. Brace yourselves for an enhanced workplace equality landscape, as these amendments are set to take effect on January 1st, 2024.

    Understanding The New Law

    Let’s dive into the details of this groundbreaking law. Employers will now be required to make reasonable efforts to spread the word about job opportunities within their organizations. From now on, employers must “announce, post, or otherwise make known” these openings internally on the same day they’re advertised externally. In addition, this announcement must be made before the employer selects a candidate for the position. Transparency is the name of the game!

    Employers must provide comprehensive information to potential applicants when publishing a job opportunity. This includes disclosing the following:

    • The hourly or salary compensation 
    • A general description of the benefits or other compensation applicable to the job opportunity 
    • The date the application window will close

    No more guessing games or hidden surprises for job seekers! Moreover, once an employer selects a candidate for a position, they must make an effort to keep the entire team informed. Sharing the candidate’s name, former job title (if applicable), and new job title is now mandatory. After all, open communication fosters a sense of community and transparency within the workplace.

    Employers must also inform employees on how they can express interest in similar job opportunities in the future. This means providing information on individuals or departments to whom employees can turn when they want to explore other career paths. All of this must be announced within 30 days of the candidate starting their new role.

    Additional Information Employers Should Be Aware Of

    Career progression is also in the spotlight with these amendments. Employers now have a responsibility to disclose vital information to all eligible employees regarding positions with advancement potential. Employees deserve to know the requirements for climbing the ladder, the terms of compensation and benefits for each position, whether full-time or part-time, the specific duties involved, and the opportunities for further growth.

    Now, here’s an essential update for businesses outside of Colorado. If you have fewer than 15 employees in Colorado working remotely, you’re not off the hook yet. You must still provide notice of remote job opportunities until July 1st, 2029.

    Mark your calendars because, by July 1st, 2024, the Colorado Division of Labor Standards and Statistics will be rolling out regulations to implement these exciting amendments. Stay tuned for more updates as the implementation date approaches.

    Embrace The Future With A PEO

    As a new era in workplace equality approaches with Colorado’s amended Equal Pay for Equal Work Act, businesses must stay ahead of the game. Fortunately, there’s a solution that can be your guiding light through this – partnering with a professional employer organization (PEO). A partnership with a PEO like Group Management Services (GMS) provides access to expert resources, comprehensive HR support, and a wealth of knowledge in navigating the intricacies of this law.

    With GMS by your side, you can effortlessly ensure compliance with the new requirements. From internal job postings and transparent compensation disclosures to facilitating career progression and promoting employee engagement, GMS can help you seamlessly implement the necessary changes. Our expertise and guidance will empower you to foster a culture of fairness, inclusivity, and growth within your organization. Contact us today to learn more.