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  • On June 7th, 2023, Governor Jared Polis signed the Protecting Opportunities and Workers’ Rights (POWR) Act into law, bringing significant changes to Colorado’s employment discrimination legal landscape. The POWR Act expands the Colorado Anti-Discrimination Act (CADA), aiming to enhance protections for work and create a more inclusive and equitable work environment. Let’s explore the key provisions of the POWR Act and discuss its potential impact on Colorado employers and employees.

    Broadening The Definition Of Harassment

    One of the central changes introduced by the POWR Act is expanding the definition of harassment. The act replaces the previous definition, which required the creation of a hostile work environment based on specific protected characteristics, such as race, national origin, sex, sexual orientation, gender identity, gender expression, disability, age, or religion. The new definition established a lower threshold of proof, making it easier for employees to bring harassment claims.

    By broadening the definition of harassment, the POWR Act recognizes the importance of addressing all forms of workplace harassment, regardless of the specific protected characteristics involved. This change provides employees with greater legal recourse and promotes a safer and more respectful work environment.

    Changes To Affirmative Defenses 

    The POWR Act also imposes higher evidentiary standards on employers for affirmative defenses. Affirmative defenses are legal arguments that employers can raise to defend against certain discrimination claims. The act raises the bar for employers by requiring them to meet a more rigorous evidentiary standard when using these defenses. This change aims to ensure that legitimate claims of discrimination are not dismissed or undermined due to technicalities or weak defenses.

    Expanded Protections And Nondisclosure Agreements

    In addition to broadening the definition of harassment and strengthening affirmative defenses, the POWR Act introduces new protections and requirements. It adds “marital status” as a protected characteristic under the CADA, recognizing the importance of preventing discrimination based on marital status.

    The Colorado Civil Rights Commission has the authority to take legal action against employers who present employees with agreements that do not comply with the act’s requirements. In such cases, employees or prospective employees have the right to seek compensation for actual damages, along with reimbursement for costs and attorney’s fees incurred during the legal proceedings. Any employer found to have violated this provision is subject to liability for both actual damages and a penalty of $5,000 per violation. However, the penalty amount may be reduced if the employer can demonstrate good faith in their actions. On the other hand, if multiple agreements are found to violate the nondisclosure provisions, such evidence can be used to support an award of punitive damages. This provision aims to deter employers from repeatedly violating the act’s requirements and underscores the seriousness of nondisclosure agreement violations.

    Recordkeeping Obligations And Funding

    The POWR Act imposes an additional recordkeeping obligation on employers to promote accountability and transparency. This requirement aims to enhance the monitoring and reporting of discrimination incidents and provide accurate data to identify trends and areas of concern.

    To support the implementation of the POWR Act, the legislation appropriates approximately $1.2 million from the general fund for the fiscal year 2023-24. This funding will be crucial in ensuring that the necessary resources and infrastructure are in place to enforce the new provisions effectively.

    Implications For Employers

    The signing of the POWR Act places a greater responsibility on employers to ensure their workplaces are free from discrimination and bias. Employers will need to review and revise their policies and practices to align with the expanded protections and requirements under the legislation. Training programs and initiatives promoting diversity and inclusion will become even more crucial to foster a respectful and equitable work environment.

    It’s essential for employers to familiarize themselves with the provisions of the POWR Act to ensure compliance and avoid legal consequences. Seeking legal counsel or consulting human resources professionals can provide guidance on necessary adjustments and best practices for promoting equality and diversity within the workplace.

    Is Partnering With A PEO The Right Solution?

    Implementing the changes brought about by the POWR Act can be a complex task, especially for small business owners in Colorado who may have limited resources and expertise in employment law. In such cases, partnering with a professional employer organization (PEO) can be a game-changer. A PEO like GMS offers a comprehensive suite of HR services, including legal compliance support, policy development, training programs, and recordkeeping assistance.

    By leveraging the expertise of a PEO, small business owners can navigate the intricacies of the POWR Act with confidence, ensuring that their employment practices align with the expanded protected classes, harassment definitions, and affirmative defense requirements. We act as your knowledgeable guide, helping business owners stay updated on legislative changes, providing tailored solutions, and ultimately fostering a workplace environment that promotes diversity, equity, and inclusion. With the support of GMS, small businesses in Colorado can effectively implement the changes mandated by the POWR Act while focusing on their core operations and fostering a culture of fairness and respect. Contact our HR experts today to learn more.

  • Starting July 1st, 2023, private employers with 25 or more employees will be required to embrace the cutting-edge E-Verify system. This online tool empowers employers to swiftly verify an employee’s eligibility for employment within three business days from their start date. Currently, all private employers in Florida must utilize either E-Verify or Form I-9 to verify the eligibility of new hires, while public employers are already required to use E-Verify.

    Understanding E-Verify

    E-Verify is an internet-based system that confirms employment eligibility by comparing information an employer enters from an employee’s Form I-9, Employment Eligibility Verification, to records available to the U.S. Department of Homeland Security and Social Security Administration. It’s the only online service that electronically confirms an employee’s information against millions of government records and provides results within as little as three to five seconds.

    Key Considerations For Florida Employers 

    For employers subject to the E-Verify requirement, it’s essential that you’re aware of your responsibilities. On the initial unemployment insurance (UI) tax return of each calendar year, these employers must certify their compliance with state law when making UI contributions or reimbursing the state’s UI system. Complying with this obligation showcases an employer’s commitment to adhering to the stipulated regulations and demonstrates their dedication to maintaining a robust employment verification system.

    In addition, effective July 1st, 2024, the Florida Department of Economic Opportunity (DEO) will play a major role in ensuring E-Verify compliance. If the DEO determines an employer has failed to utilize the E-Verify system as mandated, notification will be issued to the employer, providing them with a 30-day grace period to rectify the situation. In cases where an employer is found to have neglected E-Verify obligations three times within 24 months, the DEO must impose a fine of $1,000 per day until the employer demonstrates proof of compliance. These measures underscore the significance of upholding the E-Verify requirement and reinforce the importance of timely adherence.

    GMS Is Here To Help 

    For small business owners in Florida, implementing changes related to employment eligibility can be a daunting task. However, partnering with a professional employer organization (PEO) like GMS can guide you throughout this transition. Integrating the E-Verify system into existing HR processes can be challenging. However, our HR experts have the experience to incorporate E-Verify into the onboarding and hiring procedures seamlessly. We help with the system setup, employee training, and the integration of E-Verify with existing HR software, ensuring a smooth transition for small business owners. Ultimately, we ensure small business owners are well-informed and equipped to make informed decisions. Contact us today to learn more.

  • As a small business owner in California, it’s essential to stay informed about the ever-evolving legal landscape that governs consumer privacy. One such regulation is the California Consumer Privacy Act (CCPA). The CCPA was enacted in 2018 and empowers consumers with greater control over their personal information and imposes obligations on businesses that collect, use, or disclose this data. Since then, amendments have been made to this Act, with the most recent one, the California Privacy Rights Act (CPRA), taking effect on January 1st, 2023.

    The CPRA created significant changes from the current law, the CCPA, which includes the following:

    • The CPRA no longer includes the employee exception, which means that California employees, applicants, emergency contacts, beneficiaries, independent contractors, and members of boards of directors have the same rights as any other consumer. 
    • Employers must provide notice of employees’ rights under the CPRA and give employees a way to tell the employer about exercising these rights. The employer has limited time to respond to requests and must properly document all responses. 
    • The CPRA distinguishes between “personal information” and “sensitive personal information.” Personal information is “information that identifies, relates to, describes, is reasonably capable of being associated with, or could reasonably be linked, directly or indirectly, with a particular consumer or household.” Sensitive personal information includes anything that reveals an individual’s personal information, including Social Security number, driver’s license number, state identification card, passport number, and more. 
    • Business-to-business transactions are now subject to the CPRA.

    Complying With The CCPA

    Complying with the CCPA can be a daunting undertaking for small business owners. With its intricate statutes and recent amendments that eliminated exemptions for employment and business-to-business data, understanding and adhering to the law may seem overwhelming. However, with the right approach and a clear understanding of the requirements, achieving CCPA compliance can be manageable.

    Consider the following steps to ensure you remain compliant with the CCPA:

    1. Understand the scope of the CCPA: The CCPA’s extensive provisions can be complex, but understanding its core principles is crucial. Recognize that the law applies to businesses that meet specific criteria, including those with annual gross revenue exceeding $25 million or those engaged in the sales of personal information. 
    2. Stay informed on regulatory updates: As the CCPA continues to evolve, it’s essential to stay updated on regulatory changes. The CPRA removed the exemptions for employment and B-2-B data, introducing additional complexities. It’s critical to consult trusted sources such as legal experts or a professional employer organization (PEO) to ensure you’re aware of any new requirements or modifications that may impact your compliance efforts. 
    3. Revise privacy policies and disclosures: Transparency is critical under the CCPA. Review and update your privacy policies and disclosures to accurately reflect your data collection and usage practices. Clearly outline the categories of personal information collected, the purpose of collection, and consumers’ rights under the CCPA. In addition, you must make these policies readily accessible on your website or mobile application to ensure compliance. 
    4. Implement opt-out mechanisms: Given consumers’ right to opt out of the sale of their personal information, provide easy-to-use opt-out mechanisms. Establish procedures to honor opt-out requests promptly, demonstrating your commitment to respecting consumer privacy. 
    5. Strengthen data security measures: Protecting consumer data should be a top priority. Enhance your data security measures to safeguard personal information from unauthorized access, use, or disclosure. This includes employing encryption techniques, implementing access controls, conducting regular vulnerability assessments, and training employees on data protection best practices. 

    Have You Considered Partnering With A PEO?

    As a small business owner, especially in California, where laws and regulations are constantly changing, ensuring compliance with regulations such as the CCPA can be overwhelming. However, we’re here to tell you that you don’t have to face these challenges alone. Partnering with a professional employer organization (PEO) like Group Management Services (GMS) can provide you with the support and expertise to navigate not only the CCPA but also other crucial changes affecting your business.

    With a deep understanding of compliance requirements, data privacy, and HR best practices, GMS experts can help streamline your operations, update policies and procedures, and ensure your business remains compliant with the CCPA and other relevant laws. By leveraging our resources and guidance, you can focus on what you do best – growing your business – while resting assured that your compliance needs are being addressed. Take advantage of our services and empower your small business to thrive in the evolving regulatory landscape of California. Get a free quote today to secure a compliant future.

  • In the dynamic business landscape, the importance of fair labor practices cannot be overstated. Ensuring fair treatment and equitable compensation for a company’s employees is every business owner’s responsibility, regardless of company size or industry.

    One crucial piece of legislation that ensures fairness and equality in the workplace is the Fair Labor Standards Act (FLSA). This law has been instrumental in protecting employees and employers, promoting economic stability, and cultivating a more equitable society. Continue reading to explore the significance of the FLSA for small business owners and why complying is critical.

    Understanding The FLSA

    The FLSA is intended to protect workers against unfair pay practices. The U.S. Department of Labor (DOL) enforces the FLSA and sets basic standards enforced by the Department’s Wage and Hour Division. These basic standards include the following:

    • Minimum wage
    • Overtime pay
    • Recordkeeping
    • Youth employment standards

    While the FLSA was passed in 1938, it has seen numerous changes and is one of the most critical laws for employers to understand. Adhering to the FLSA ensures employers treat their employees fairly and ethically, promoting a harmonious work environment. 

    Ensuring fair wages

    One of the foundations of the FLSA is the establishment of a federal minimum wage. By providing a baseline for compensation, the Act guarantees that employees receive a fair wage for their work, regardless of the size or nature of the business. This provision helps workers maintain a decent standard of living and contributes to a more satisfied and motivated workforce, ultimately benefiting business owners through increased productivity and reduced turnover.

    Tori Moldovan, PHR, GMS’ Client Services Manager, added, “Pay transparency has become a hot topic in the recruiting world. Over the last three years, several states and cities have passed laws requiring pay information to be provided, such as salary ranges, or even prohibiting employers from inquiring about an applicant’s salary history. Employers need to keep apprised of laws requiring pay transparency, but also ensure their wages are competitive and non-discriminatory.”

    Overtime pay

    The FLSA also sets overtime pay guidelines, ensuring that employees who work beyond the standard 40-hour workweek are adequately compensated for their additional time and effort. This provision protects employees from exploitation and encourages small business owners to carefully manage their workforce, fostering a healthy work-life balance and preventing burnout. By valuing the well-being of their employees, organizations can build a loyal and dedicated team committed to their company’s success.

    Prohibiting child labor

    The FLSA addresses child labor concerns by setting age limits and work-hour restrictions for young workers; the legislation sets the minimum age for employment at 14 years old and limits the number of hours worked by minors under the age of 16. For small business owners, complying with these regulations is not just a legal requirement but also a moral obligation. By refraining from employing underage workers and providing opportunities for education and skill development instead, small businesses contribute to the overall welfare of society and promote the growth of a competent and educated workforce.

    Encouraging recordkeeping and compliance

    Maintaining accurate records of employee hours, wages, and other employment-related information is essential under the FLSA. Although recordkeeping may seem tedious, it is a valuable tool for small business owners. By diligently documenting employee data, businesses can ensure compliance with the law, defend themselves against potential disputes or claims, and gain valuable insights into labor costs and productivity.

    What Do You Do To Ensure You Remain Compliant With The FLSA?

    The last thing any business owner wants is the DOL knocking on their door, bringing potential legal issues, penalties, and reputational damage. By diligently following FLSA requirements, you can proactively protect your business, foster a fair work environment, and establish a solid foundation for long-term success. However, we understand how challenging it can be to take on these responsibilities by yourself.

    Have you considered partnering with a professional employer organization (PEO) like GMS? Our HR experts are here to help safeguard your organization. We take a proactive approach to address any non-compliance issues. Here are just a few ways our HR experts help your business:

    • Properly classify exempt vs. non-exempt employees
    • Ensure overtime is being recorded and properly paid
    • Travel time pay requirements are compliant 
    • Tipped employee/tip credit compliance 
    • Minor labor law compliance 
    • Independent contractor (1099) evaluation
    • Implement state-specific pay laws 

    Protect your business from unwanted disruptions and let GMS be your trusted partner. Contact us today.

  • We’ve discussed it before, but we’re here to dive deeper into the Providing Urgent Maternal Protections for Nursing Mothers (PUMP) Act. It’s a law that aims to protect nursing mothers in the workplace. Since it was signed into law on December 19th, 2022, the U.S. Department of Labor (DOL) has answered common questions employers may have. Let’s break it down.

    Background

    The PUMP Act builds on the Fair Labor Standards Act (FLSA), amended in 2019 by the Patient Protection and Affordable Care Act. The FLSA initially mandated reasonable break times and space for nursing employees to pump breast milk. The PUMP Act extends these protections to exempt workers who were not previously covered. This means that approximately 9 million additional employees now have lactation rights in the workplace. To help clarify the law, federal guidance has provided examples of what constitutes reasonable break times, prohibited retaliation against employees, and compensation guidelines.

    Under the FLSA, employers cannot retaliate against workers for exercising their lactation rights or filing a complaint about a legal violation. Companies with fewer than 50 employees can be exempt from the PUMP Act’s provisions if they demonstrate compliance would impose an undue hardship.

    Break Time Requirements

    Under the FLSA, employers must provide nursing employees with a reasonable amount of break time for pumping for up to one year after the child’s birth. The frequency, duration, and timing of these breaks will vary depending on the employee and the child’s needs. Employers cannot require nursing workers to make up for the time spent on these breaks. If an employee is not relieved from work duties during the entire break, the time spent pumping is considered hours worked and must be paid for that time. Exempt employees, on the other hand, receive their full weekly salary regardless of their pumping breaks.

    Space Requirements

    The FLSA also stipulates that nursing employees should have access to a suitable space for pumping that meets specific criteria. This space should be:

    • Shielded from view
    • Free from intrusion from coworkers and the public
    • Available each time it’s needed by the employee
    • Not be a bathroom 

    A bathroom is not an acceptable location for pumping breaks. Employers can create a temporary or converted space or make a designated area available if it meets the requirements mentioned above.

    Compensation

    The PUMP Act does not specifically require employers to compensate employees for pump breaks unless required by federal, state, or local laws. However, under the FLSA, all hours worked must be compensated, including time spent pumping if the employee is not completely relieved from duty during the break. Short breaks (usually 20 minutes or less) provided by the employer must be counted as hours worked. If an employer offers paid break time and a nursing employee chooses to use that time for pumping, they should be compensated like other employees taking breaks.

    Exemptions

    Some employers may not be exempt from specific requirements of the PUMP Act. Small employers with fewer than 50 employees can claim an exemption if compliance imposes an undue hardship. They must demonstrate that providing the necessary pumping time would cause significant difficulty or expense. There are also specific exemptions for certain employees in air carriers, rail carriers, and motorcoach services. The employer is responsible for proving that compliance with the pump time requirements would be an undue hardship in their specific circumstances.

    Remote Workers

    Remote workers are even entitled to the same lactation breaks as on-site employees. This means they have the right to a private, shielded space while pumping. Employers must ensure that remote workers are not observed during their pump breaks by any employer-provided or required video systems, such as computer cameras, security cameras, or web-conferencing platforms.

    Streamline Compliance With The Support Of A PEO

    Implementing the necessary changes to comply with the PUMP Act can seem overwhelming, especially for small businesses with limited resources. Have you considered partnering with a professional employer organization (PEO) like GMS? We provide comprehensive HR solutions, including compliance with labor laws and regulations. By partnering with GMS, small businesses can receive expert guidance and support in implementing the required policies and procedures for lactation breaks, ensuring they meet all legal obligations while prioritizing the well-being of their nursing employees.

    With a PEO by your side, you can now navigate the complexities of the PUMP Act with ease, saving time, reducing administrative burdens, and fostering a supportive environment for nursing mothers. Empower your business and embrace the PUMP Act with the assistance of a trusted PEO like GMS. Contact us today to learn more.

  • Employee retention is a critical aspect of any successful organization. High employee turnover can be costly regarding financial resources and the loss of valuable talent and institutional knowledge. In today’s competitive job market, creating a work environment that attracts and retains top talent is more critical than ever.

    After you’ve finished the recruitment process and you’ve hired your employees, keeping them happy on the team is essential. In addition to the cost benefits of employment continuity, there are also morale and productivity benefits.

    What Is Employee Retention? 

    Employee retention refers to an organization’s ability to retain its employees for a significant period of time – its aptness to keep employees engaged, motivated, and committed to their goals, mission, and vision.

    Just because you hire a new employee doesn’t mean the recruitment process is over; rather, it’s time to switch your focus to retention. Retention is a holistic approach involving a comprehensive plan to create a positive work environment that not only attracts top talent but encourages them to stay.

    Why Is Employee Retention Important? 

    Employee retention is crucial because it impacts every organization’s bottom line, productivity, and overall success. Thus, it is not something you should overlook. Here are just a few of the many reasons why you need to take the time to retain your workforce:

    High employee turnover can be costly for organizations. 

    The cost of hiring and training new employees can be substantial, in fact, the average cost of employee turnover is 33% of the worker’s annual salary. Plus, the loss of valuable talent and institutional knowledge can negatively impact your business’ productivity and performance. Retaining employees can help reduce these costs and ensure you maintain a stable and experienced workforce.

    Improves employee productivity and performance. 

    Employees who feel valued and engaged are more likely to be motivated and committed to the organization’s goals, mission, and vision. This can lead to increased productivity, improved quality of work, and better customer service.

    Helps to build a positive organizational culture. 

    Employees who are rewarded and recognized for their hard work are more likely to have a positive attitude toward their work and their colleagues, fostering a more collaborative and supportive work environment.

    Improves the organization’s reputation. 

    Word of mouth continues to be one of the most authentic and influential forms of recruiting and referrals. Happy and engaged employees are more likely to speak positively about the organization to others, including potential customers and job candidates. This can attract top talent and improve your brand’s image.

    Support the organization’s long-term success. 

    Long-time employees develop a deep understanding of your culture, values, and operations. Their commitment to your business is valuable as it can lead to increased innovation, improved decision-making, and better problem-solving from your team.

    How Do You Retain Top Talent? 

    In today’s fast-paced job market, retaining top talent is crucial for any organization looking to maintain a competitive edge, and there are several strategies that can be implemented to achieve this goal. We’ve compiled a list of effective tactics worth considering to keep your employees happy and your team strong.

    Train your managers.

    The majority of the time, employees do not leave organizations—they leave managers. You may have excellent managers that can perform many functions of the job, but if they don’t know how to manage, motivate, and treat employees fairly and effectively, you will face employee dissatisfaction and turnover.

    Offer extrinsic and intrinsic rewards.

    Ensure you are offering an equitable salary and bonuses within your geographic area and industry. Additionally, benefits such as health insurance, retirement plans, and other perks, including flexible work arrangements and paid time off (PTO), should be equitable (extrinsic rewards).
    Employees don’t stay just for the pay. They also need to know that their work makes a positive difference to the goals of the company, their managers, customers, and fellow employees (intrinsic rewards).

    Consider company culture during the hiring process.

    A positive work environment is essential for employee retention. This should include promoting a culture of respect, open communication, and teamwork, as well as providing a safe and comfortable physical environment.

    While a candidate may possess all the skills necessary to perform the job, if they are not a good fit with your company culture and fellow employees, they are not a good fit for the company. Hiring them anyway will result in increased turnover.

    Promote from within.

    When employees have the opportunity to create a career path within their company, they are motivated to stay. Employees want to feel that they are growing and developing in their careers. If you pass over suitable, qualified employees for promotions or even desired lateral moves, they will leave and go to a company that recognizes and rewards their efforts.

    Give frequent feedback.

    Don’t wait until review time to give feedback. Your employees want to know how they are doing and how they can improve their performance. Give clear examples and specific tactics they can use to improve their performance. Set goals together. Engage your employees by asking how they can resolve performance issues. Don’t forget to give positive feedback to those doing a good job. Nobody wants to hear about their performance from their manager strictly when it’s negative.

    Listen to employee feedback.

    It’s essential to listen to employee feedback and take action to address their concerns. Conducting employee satisfaction surveys, holding focus groups, and providing opportunities for open communication can help identify improvement areas and demonstrate that the organization values employee input. After all, they are performing the job every day and can give you the best feedback and offer great suggestions for improvements or changes.

    Encourage executive conversations.

    Employees want to hear from executive-level management about what’s happening in the company—the good and the bad. Did you have a really good year? Let your employees know and thank them for their part in that success. Take time to share your goals for your company’s future with your employees and help them understand their role in meeting these goals. If your organization has significant changes, your employees need to hear that from you because adaptations can often cause fear and stress. You need to address these changes and alleviate your employees’ concerns.

    Recognize employee successes.

    Employees want to feel valued and appreciated. Recognizing and rewarding employees for their hard work and contributions can go a long way toward building loyalty and retaining top talent.
    Recognition does not have to be complicated. Let your employees know if they are consistently doing a great job or excelling on a particular project. Send an e-mail, write a letter. Even a high five and “great job!” from you can mean a lot. Be specific when you express your recognition. This can be incredibly influential when it comes from top management.

    Offer autonomy.

    Employees want direction from their manager but also value a certain degree of autonomy in their jobs. Employees need a clear job description, and their manager must clearly express what their expectations are from an employee for their overall performance and day-to-day responsibilities. With this clarity, employees can direct their workflow and performance without being micromanaged. Employees can take ownership of their roles and responsibility for their performance.

    Facilitate teamwork.

    People spend most of their time at work and with their fellow employees. It’s crucial to build strong, functional, well-led teams. Successful teams communicate, are respectful of other team members, and are focused and committed to their organization and to achieving goals. Good teamwork facilitates positive relationships with coworkers. It helps bond them together as they work to achieve common goals—an important factor in retaining employees.

    Offer work-life balance.

    Work-life balance is becoming increasingly important to employees, particularly younger generations. Offering flexible work arrangements, such as telecommuting and flexible schedules, can help to attract and retain employees who value work-life balance.

    Investing In Your Employees

    Your employees are the backbone of your company. When your employees are happy, it shows in their performance—and it will be one the most important factors in retaining your customers and increasing the overall profitability of your organization. Investing in employee retention strategies can create a workplace in which employees want to stay, leading to increased innovation, growth, and success.

    Trust GMS as your HR partner for the complete employee lifecycle – from hire to retirement. By outsourcing your recruiting efforts to us, our highly trained recruiters will deliver the candidates you deserve, especially for those hard-to-fill positions. Once you’ve found the perfect match and an offer has been accepted, our paperless onboarding, benefits enrollment, and learning management system will help your new hire get acclimated to your organization and their new career.

    As their career continues and they grow with your company, we’ll be there to assist with employee management and development – from handbooks to employee surveys and even performance management.

    Make no mistake, investing in your employees is not a one-and-done ordeal; it’s an ongoing effort that has a direct correlation with your attrition. We’re here for you every step of the way – contact us today to learn more about what we can do for you and your business.

  • It’s common to hear people use the words “orientation” and “onboarding” interchangeably when referring to new employee training. While these two processes complement each other, they have essential but distinct purposes for establishing a solid workplace culture and cohesive workforce.

    After hiring a new team member, you must establish separate, structured programs to cover employee orientation and onboarding operations to accomplish a successful outcome. When you take the time to immerse new employees via orientation and onboarding, they are more likely to adapt to their position quicker – leading to an engaged, effective, and productive workforce.

    What Is Employee Orientation?

    Employee orientation is a formal introduction to your company’s HR personnel and leadership to welcome new employees from all departments into the company, focusing on big-picture items. It’s also a chance to introduce your company’s policies, procedures, and culture. This one-time event is often considered the “kick-off” to the onboarding process since it occurs on the employee’s first day or prior.

    Orientation can occur either on-site and in person or virtually, depending on the structure of your business, as it often takes place as a conference-style event. You can use presentations, videos, or schedule an open conversation among employees to help present information to new team members. While all orientations should relay the same information, you can alter your approach for different employees based on their learning styles.

    Employee orientation is not just an opportunity for new hires to get up to speed on your business; it provides an overview of the mission, vision, and values – the “why” behind all those things you ask of them at work. It helps orient employees into your organization’s culture so they can feel more engaged and contribute toward company-wide goals.

    When you are organizing and defining the items to cover during employee orientation, be sure to include the following:

    • Overview of your company’s mission, vision, and values
    • Tour of the workplace/facility 
    • Overview of company-wide policies and procedures regarding issues such as safety, health, and security 
    • Distribution of necessary resources, including relevant technology, software, and general office supplies 
    • Introductions to company leaders, managers, and coworkers
    • Discussion of benefit plans and enrollment instructions
    • Overview of business conduct and ethical business practices 
    • Workstation setup, including logins and security clearances 

    Benefits Of Employee Orientation 

    Having a dedicated new employee orientation is valuable to your team and the company as a whole. There are many benefits, including: 

    • Easing new employees into their position, immersing them without overwhelming
    • Increasing employee loyalty and commitment to your organization
    • Saving time spent answering questions in the future by preemptively conveying important company information to all new hires
    • Strengthening your company culture by starting your efforts on day one

    What Is Employee Onboarding? 

    Employee onboarding is a strategic process designed to introduce new hires to their day-to-day responsibilities and fully integrate them into the workplace. Typically, the process happens over 30-90 days and includes a series of meetings, starter projects, and job-specific training sessions. This helps to fully immerse new hires in the company culture and implement the values taught during orientation.

    Onboarding focuses on acclimating employees to their department or smaller team and is an ongoing process for the first few months of their position. It helps them get familiarized with how things work within that particular group so they can hit the ground running when it comes time for them to start contributing productively towards achieving goals set by management.

    Including ongoing check-ins with managers in the onboarding process allows employees to ask questions or express concerns as they learn how your company works. Regular meetings with coworkers also help them become part of an effective team right away, which is critical to any successful business.

    Separate from orientation, onboarding includes tasks such as: 

    • Regular meetings with a manager or supervisor
    • Training on specific job tasks
    • Goal setting for what they hope to accomplish in this new position
    • Test or starter projects
    • Filling out new hire paperwork such as I-9, W-4, and potentially direct deposit forms
    • Mentorships between long-term employees and new hires 

    Benefits Of Employee Onboarding

    Combined with employee orientation, onboarding can lead to many long-term benefits, including: 

    • Increased productivity by helping employees learn the job faster
    • Increased long-term employee retention by reinforcing a robust and collaborative company culture and improving the candidate experience 
    • Increased employee engagement by helping employees understand how they play an essential role in contributing to the overall mission of the company 
    • Decreased the possibility of miscommunication and confusion that could lead to lost time 

    Tips For Organizing A Successful Orientation And Onboarding Process 

    It can become confusing with all the vital information passed onto new hires and the steps to the orientation and onboarding processes. But following these helpful tips will help simplify and optimize your time. 

    Allocate enough time: Starting a new position can be overwhelming, and cramming a ton of new information into just one or two days can stress out your new team member. Instead, spread the training over multiple days. This way, they’re more likely to retain the information in a more relaxed environment. 

    Gift company swag: If possible, gifting a small welcome present, such as office essentials and company-branded items, including coffee mugs, backpacks, or sweatshirts, is a great way to welcome new employees. The new hire will feel a part of the team by owning items with the company logo. 

    Listen to feedback: Orientation and onboarding aren’t just for you to share information about your company but also to listen to new employees about their working style and collect feedback on the process to improve your program for future employees. 

    Announce new employees: Before a new employee starts, send out a memo to the current team, including information about the new hire, their position, and when they start. Knowing about someone joining the team prepares your entire company to welcome them. 

    Send first-day information early: Before a new employee heads to the office for their first day, you should email them all the information they’ll need to prepare. This should include directions for parking or how to access orientation if virtual, the agenda for the first few days, any items they need to bring, and contact information for the leaders for orientation/onboarding. 

    Why You Need Both Employee Orientation And Onboarding

    Employee orientation and onboarding both play an integral role in helping new employees feel accepted into an organization. Orientation provides a broad overview of expectations at work, including your company’s mission, vision, and values; policies such as dress code or vacation time; and where to find resources, including HR or IT support. Onboarding then goes into more detail about specific roles within departments or teams–it immerses employees into their new workplace by providing them with the necessary skills they need to succeed.

    The combined power of these two processes helps ensure that every employee has a complete picture of what it means to be part of your team: from understanding how each person contributes their unique talents toward achieving shared goals through teamwork, all the way down to knowing exactly where files stored on your cloud storage system.

    Building Solid Orientation And Onboarding Process

    In short, orientation and onboarding are critical for connecting your new employees with their company. While they’re similar in many ways, the key differences make both necessary to see a successful outcome that prepares new hires for their future at the company.

    However, each process has many tasks and goals, and structuring a new orientation and onboarding program can be overwhelming. That is where our dedicated employees at GMS come in. We’re here to help with recruiting your new employees through onboarding and training.

    Our online employee training programs for small and mid-sized businesses target your employees’ specific job functions to streamline the process, improve employee performance, and reduce training costs. Your workers can easily access training courses online with our learning management system (LMS), so they gain the necessary skills to support your business. Do you need help preparing new employees to join your company? Give us a call; we’d love to help!

  • In the ever-changing landscape of employment regulations, one critical aspect that demands the utmost attention is I-9 compliance. The U.S. Immigration and Customs Enforcement (ICE) announced important changes regarding I-9 compliance flexibility. As of July 31st, 2023, employers will no longer have the option for remote verification of I-9 documents. Instead, employers will be required to inspect these documents physically.

    With a deadline of August 30th, 2023, looming, employers need to understand the implications and take proactive measures to ensure compliance. Let’s explore the significance of I-9 compliance, highlight the upcoming changes, and provide guidance on how employers can smoothly navigate this transition.

    The Importance Of I-9 Compliance

    Before we dive into the forthcoming changes, let’s reiterate the significance of I-9 compliance. The I-9 form, also known as the Employment Eligibility Verification form, serves as an essential tool for employers to confirm their employees’ identity and work eligibility. Compliance with I-9 requirements is not just a legal obligation, but it also helps businesses adhere to immigration laws, protect against unauthorized employment, and promote a fair and level playing field for all employees. Sara Worthing, PHR, GMS’ Senior HR Account Manager, added, “I-9 compliance is important now more than ever. The I-9 form helps employees’ identities and confirms their employment authorization.”

    Why Is I-9 Flexibility Expiring?

    The decision to end the I-9 compliance flexibility, which allowed remote verification of documents, stemmed from the gradual return to pre-pandemic work environments. The temporary relaxation measures were implemented to accommodate remote work arrangements during the COVID-19 pandemic. However, with the circumstances improving and businesses resuming on-site operations, ICE has deemed it appropriate to reinstate the physical inspection requirement.

    Adapting To The Change

    Employers must be aware of the August 30th, 2023, deadline and make necessary preparations to ensure a smooth transition. The following are a variety of practical steps to help employers navigate the change effectively:

    Internal communication and training: It’s essential to ensure that all relevant personnel, including HR departments and hiring managers, are informed about the upcoming change. Consider conducting training sessions to familiarize them with the revised procedures and emphasize the importance of meticulous document inspection.

    Review and update policies: Take this opportunity to review your existing I-9 policies and procedures. Update them to reflect the change in requirements and communicate any modifications to employees. Having clear and concise policies will facilitate a seamless transition and mitigate potential compliance risks.

    Establish an efficient record-keeping system: For I-9 compliance, maintaining accurate and organized records is critical. Consider implementing an electronic I-9 system that integrates with your existing HR software. These systems can streamline document management, automate reminders for re-verification, and enhance record-keeping accuracy.

    Conduct internal audits: Perform internal audits to ensure existing I-9 forms are completed correctly, properly stored, and comply with all legal requirements. Identify any errors in a timely manner. Regular self-audits promote ongoing compliance and help mitigate potential penalties in case of government audits.

    Seek professional assistance if needed: Navigating the complexities of I-9 compliance can be challenging. Consider seeking guidance from professional compliance services such as a professional employer organization (PEO) to ensure your organization remains in full compliance with the law.

    Leveraging The Expertise Of A PEO

    The expiration of I-9 compliance flexibility on July 31st, 2023, and the subsequent requirement for physical inspection of documents present a significant challenge for employers. However, there is no need to face this transition alone. Partnering with a PEO can be a game-changer in navigating the complexities of I-9 compliance. A PEO can provide expertise in immigration laws, maintain record-keeping systems, and offer guidance on policy updates and internal audits. By leveraging the knowledge and support of a PEO, employers can ensure a seamless transition, mitigate compliance risks, and focus on their core business operations. Sara further explained, “At GMS, our team is constantly working to ensure our clients are compliant with the help of E-Verify. GMS handles this process from beginning to end, which allows our clients to worry about one less thing.”

    As the deadline approaches, take proactive steps and consider utilizing the services of a trusted PEO like GMS to navigate the changing landscape of I-9 compliance with confidence. Get a quote from us today!

  • Tennessee’s Governor signed HB 1181, the Tennessee Information Protection Act (TIPA), into law on May 11th, 2023. This bill established a framework for controlling and processing consumers’ personal data in the state. It makes Tennessee the eighth state to pass consumer privacy statutes alongside the following states:

    • California 
    • Colorado 
    • Connecticut 
    • Indiana 
    • Iowa
    • Utah 
    • Virginia 

    Legislation

    Let’s unravel the details of this groundbreaking legislation that puts consumers first!

    Unraveling The Key Provisions Of This Bill

    TIPA is a game-changer for anyone doing business in the state of Tennessee. If you control or process personal data for at least 100,000 Tennessee residents, or if you handle personal data for at least 25,000 residents and derive 50% of gross revenue from the sale of personal data, this law is for you.

    But hold on; it’s not just about businesses. TIPA is a big win for consumers as well. Picture this: you have access to your personal data, the power to make corrections, request deletion, and even access your data in a portable format. In addition, you can request what categories of your information are being sold or disclosed. For those that are not a fan of your data being pushed around, you can opt out of the sale of your data altogether.

    Now, let’s talk about responsibilities. If you’re a data controller under TIPA, listen up. You must respond to consumers’ requests within 45 days (unless qualifying circumstances arise) and provide the requested info for free, not once but twice a year for each consumer. If a consumer doesn’t like your response, they’ve got an appeals process on their side. But wait, there’s more! TIPA puts serious constraints on how you handle data. It’s all about collecting what you truly need, keeping it secure, and never processing it for purposes that don’t align with the specified goal. Steer clear of any discrimination issues or unauthorized access; sensitive data needs explicit consumer consent. Let’s not forget that you must ensure that contracts and agreements do not waive or limit consumers’ data rights. Privacy notices must be clear as day, leaving no room for confusion.

    What More? 

    Here’s the kicker: the state attorney general means business. TIPA empowers them to enforce the law, handing out penalties of up to $15,000 per violation and even treble damages for those who knowingly and willfully break the law. If a TIPA violation has been discovered, the attorney general gives the data controller written notice and will have 60 days to fix the alleged violation before the attorney general can file a suit.

    If you’re a business owner in Tennessee, mark your calendars for July 1st, 2024. Now the question is, what will you do to stay ahead of the game? How will you prepare yourself and your business for these groundbreaking changes that protect consumer privacy?

    Stay Ahead Of The Curve – Partner With A PEO

    It’s time to take action and ensure you’re on the right side of the law. You might be wondering how to navigate this new law effectively. Luckily, there’s a solution that can make your journey smoother and ensure compliance from day one – partner with a professional employer organization (PEO) like GMS.

    When you partner with GMS, we provide the expertise, resources, and support needed to implement TIPA seamlessly. From handling data requests and privacy notices to establishing robust data security measures, we have your back. Don’t wait until July 1st, 2024 – start preparing today by considering a PEO partnership and proactively safeguarding your business and customers’ privacy. Together, let’s pave the way for a secure and successful future. Get in touch with us today.

  • Human resources (HR) management is a crucial aspect of running a successful business. However, it can be a complex and time-consuming task that can take away from the core business activities. This is where HR outsourcing can come in handy, especially when done through a professional employer organization (PEO). Partnering with a PEO cuts obvious hard costs and also has significant soft cost savings. Continue reading to discover how HR outsourcing with a PEO can lead to significant soft cost savings.

    Understanding The Hard Cost Of HR Outsourcing Savings

    If you’re a business owner, you’re probably all too familiar with the challenges and costs associated with managing HR in-house. From recruiting and onboarding to benefits administration and compliance, HR tasks can be complex, time-consuming, and expensive. However, outsourcing HR to a PEO can help businesses save on hard costs, including the following:

    • Administrative expenses 
    • Employee benefits 
    • Payroll errors 
    • Implementing HR technology to automate processes and streamline systems 
    • Workers’ compensation insurance 

    A recent study showed that businesses that partner with a PEO can save an average of $1,775 per employee per year on these hard costs alone. That’s a significant amount of money that can be reinvested in the business. These savings are just scratching the surface of the potential hard cost savings that come with HR outsourcing through a PEO.

    What Are Soft Cost Savings And Why Are They Important

    While hard cost savings are more tangible and easier to measure, soft cost savings can significantly impact a business’s bottom line over time. Soft cost savings refer to the indirect and intangible benefits businesses can achieve by outsourcing HR to a PEO. These benefits may not be immediately apparent but can add up to significant savings in the long run.

    Examples of soft cost savings include the following:

    Improved employee retention

    Employee turnover can be a significant headache for businesses, and it’s not just the direct costs of recruiting and training new hires that can hurt your bottom line. High turnover rates can also lead to decreased productivity, lower morale among remaining employees, and a tarnished employer brand. This is where partnering with a PEO can help. PEOs provide businesses with access to various HR services and resources that can improve employee retention.

    A PEO can help businesses offer more competitive benefits packages, including health insurance, retirement plans, and other perks that make employees feel valued and supported. In addition, they provide training and development programs that help employees grow and advance within the company, reducing the likelihood that they’ll look for opportunities elsewhere. When you can improve retention, businesses can reduce the costs and headaches associated with high turnover rates and create a more stable and productive workforce.

    Enhanced HR compliance

    Staying on top of HR compliance can be a daunting task for businesses, especially those operating in multiple states or having a geographically dispersed workforce. However, failing to comply with HR regulations and laws can result in costly fines, penalties, and even legal action. PEOs have a deep understanding of HR compliance issues that can help businesses navigate the complex regulatory landscape.

    Should you choose to partner with a PEO, you’re provided with guidance on everything from wage and hour laws to workplace safety regulations. PEOs can also help businesses implement policies and procedures that ensure compliance. You can rest assured that their HR practices align with the latest regulations, reducing the risk of costly fines and legal issues. This saves businesses money and frees up time and resources that can be redirected toward core business activities.

    Improved employee satisfaction and engagement 

    Employee satisfaction and engagement are crucial for businesses looking to attract and retain top talent. Happy and engaged employees are more likely to be productive, creative, and committed to the company’s success. Fortunately, a PEO provides businesses with access to a range of HR services and resources that can improve employee satisfaction and engagement. They can help businesses create a positive workplace culture by providing the following:

    • Training and development opportunities 
    • Employee recognition programs 
    • Wellness initiatives 

    In addition, a PEO can help businesses offer more competitive compensation and benefits packages, including health insurance and retirement plans. Improving employee satisfaction and engagement allows businesses to create a more productive and motivated workforce, leading to improved business outcomes such as increased revenue and profitability.

    Comprehensive recruiting and onboarding practices

    Recruiting and onboarding are critical stages in the employee lifecycle and getting them right is essential for businesses looking to attract and retain top talent. However, these processes can be time-consuming, complex, and costly for businesses to manage in-house. This is where a PEO can help. PEOs provide businesses with comprehensive recruiting and onboarding practices that are designed to attract and retain top talent. They help businesses with the following practices:

    • Create job descriptions 
    • Screen candidates 
    • Conduct interviews
    • Negotiate job offers
    • Implement training programs 

    PEOs help businesses onboard new hires, including handling all necessary paperwork, setting up payroll and benefits, and providing training and development opportunities. By outsourcing recruiting and onboarding to a PEO, businesses can free up time and resources that can be redirected toward core business activities. This not only saves businesses money but also ensures that they’re able to attract and retain the best talent in the market, giving them a competitive advantage in their industry.

    Effort

    As a small business owner, you already juggle various tasks. Therefore, it’s crucial to ask yourself if you truly have the energy and inclination to engage in the day-to-day work of overseeing HR. Do you have the extra energy to handle the following tasks?

    • Recruit and train new employees
    • Administer payroll and benefits 
    • Document policies 
    • Develop employee handbooks
    • Track employee PTO
    • Write job descriptions 
    • Engage with potential job candidates 
    • Keep up with employment laws 
    • Research and compare benefits plans 

    The list could go on and on. If you’re honest with yourself, the answer would be no, which is perfectly normal. There’s simply not enough time in the day for you to manage all of these tasks on your own.

    GMS Has The Solutions You Need

    Imagine the relief of not having to worry about the countless responsibilities of HR management and instead entrusting these tasks to knowledgeable experts. This can be a massive weight lifted off your shoulders, allowing you to focus on the aspects of your business that you’re passionate about and that generate value.

    Stacey Larotonda, GMS’ Vice President of Client Services, expressed, “Think about your time spent on HR-related tasks such as recruiting, turnover, and onboarding a new employee. If you could relate that time to dollars, what would it be? Could you spend it doing something else, such as growing your business or implementing a new service? GMS helps take over HR functions that save you time which equates to money.”

    Partnering with a PEO allows businesses to achieve both hard and soft cost savings, making it a smart and strategic decision for any business looking to grow and succeed. Contact us today to learn more.