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  • In hopes of modernizing labor communication, Ohio Governor Mike DeWine signed Senate Bill 33, otherwise known as the “Law Poster Bill,” on April 25th, 2025. This new legislation requires employers to post specific state labor law notices electronically or on an online resource, as long as they are accessible to all employees. Continue reading to learn about this new legislation and how it will impact your business.

    What is Senate Bill 33?

    In the past, Ohio employers were required to post physical labor law notices throughout the workplace, in common areas such as breakrooms, or on bulletin boards. But, as businesses continue to rely on technology for communication and efficiency, lawmakers believe that utilizing an additional communication method will help employers quickly showcase important labor updates and notices to employees, ensuring safety and compliance.

    Specifically, Senate Bill 33 covers six state-level labor law notices required by Ohio law:

    • Ohio Minor Labor Law Notice: Outlines restrictions on the employment of minors 
    • Ohio Civil Rights Law Notice: Summarizes the rights of Ohio workers regarding equal opportunity and discrimination in the workplace.
    • Ohio Workers’ Compensation Notice: Provides employees with information on filing workers’ compensation claims and how to access benefits. 
    • Ohio Minimum Fair Wage Standards Law Notice: Details Ohio’s wage and overtime laws.
    • Ohio Prevailing Wage Law Notice: Provides details on current public works projects.
    • Ohio Public Employment Risk Reduction Program (PERRP) Notice: Lists requirements for public sector employment.

    What Employers Should Know

    Under Senate Bill 33, employers must post labor law notices on the company’s intranet, internal website, or an HR portal such as a human resources information system (HRIS). This law changes how Ohio employers will share information on any changes to minimum wage, overtime rules, civil rights protections, public employment risk reduction, and workers’ compensation laws.

    Employers should also be aware that this law goes into effect on July 20th, 2025, giving business owners enough time to develop a plan for managing this transition. Employers should also consider sending a company-wide communication alerting upper-level leadership and employees about the law change and providing educational content to help them understand what is expected of them and how to ensure compliance. 

    Ensure Compliance with Group Management Services

    While Senate Bill 33 provides new flexibility, it also brings new responsibilities for Ohio business owners. Employers must ensure digital postings are placed on a secure, reliable platform that all employees can access, and clearly communicate any changes to employees.

    As a business owner, worrying about regulatory compliance isn’t why you started a business. That’s where a certified professional employer organization (CPEO) like Group Management Services (GMS) can help. GMS’ team of experts can help your company stay on top of any regulatory changes that pass. Whether you need help auditing your business processes, ensuring compliance, or streamlining your internal processes, GMS can help you improve business operations, save money, and reduce stress.

    Learn more about GMS today!

  • Earlier this year, the California legislature introduced several new employment bills focusing on workplace surveillance, employee training, pay transparency, family-paid leave, and more. While these laws haven’t been passed yet, they could impact your employees and business operations if passed.  Read this blog for a brief summary of several proposed policies and what California business owners can expect if they are signed into law.

    Key Bills Being Introduced

    Senate Bill 642

    This bill mandates that wage scales in job advertisements must be within 10 percent of the average pay rate for the specified salary or hourly wage range. It also clarifies that employers cannot pay employees less than those of “another sex” for similar work, replacing the previous terminology of “opposite sex” in the final text.  

      • How employers can prepare: If this bill is passed into law, employers must ensure they post the correct pay scales in both physical and online job advertisements.

    Assembly Bill 1018

    This would regulate the development and use of automated decision systems for hiring, performance evaluation, termination, and promotion purposes. Standard automated decision systems include artificial intelligence (AI) systems, facial recognition software, and more. Employers must also allow their workers to opt out of using these systems and provide an appeals process for adverse outcomes.

      • How employers can prepare: If this bill is enacted, employers should clearly communicate the use of these technologies and inform employees of their option not to participate. Depending on the number of individuals affected by these technologies, employers may have to undergo annual audits.

    Assembly Bill 1331

    This bill aims to limit the use of workplace surveillance technologies. Workplace surveillance tools are systems, applications, instruments, or devices that collect or facilitate the collection of worker data, communications, actions, or behaviors by means other than direct observation. These technologies can include electromagnetic tracking, geolocation monitoring, biometric scanning, video surveillance, and more. Employers would also be prohibited from monitoring their workers during off-duty hours or in private areas in the workplace, such as a locker room, bathroom, breakroom, cafeteria, lounge, or a worker’s personal vehicle.

      • How employers can prepare: Since this bill has a broad scope and far-reaching implications, employers should follow it through its legislative process. Employers will need to assess how they currently use these tools and prepare to make potential revisions.

    Senate Bill 590

    This bill would expand employees’ eligibility to take time off to care for a sick family member. It would allow employees to take paid family leave to care for someone who is seriously ill and has a relationship similar to that of a family member. This includes caring for a foster child, stepchild, parent, sibling, grandchild, grandparent, child, or spouse.

      • How employers can prepare: Business owners should carefully review their paid family leave policies to ensure they comply with state standards. Employers can also seek advice from third-party companies or agencies to ensure no discrepancies slip through the cracks.

    How GMS Can Help California Business Owners

    Failure to comply with federal, state, and local laws can lead to costly fines, monetary penalties, and reputational harm. Being a business owner is hard enough; between managing your employees, ensuring a safe workplace, and administering benefits, finding the time to ensure regulatory compliance is difficult. Consider utilizing a professional employer organization (PEO) like Group Management Services (GMS) to simplify your business operations.

    Our team of experts will help you stay informed about changing regulations, assist with ensuring compliance, and streamline your operations. With a PEO, you have a reliable partner. We can advise you on performance management strategies, recruitment, improving productivity, and more. Are you interested in learning how GMS can help your business remain compliant? Contact us today!

     

     

     

  • What is The Americans with Disabilities Act?

    The Americans with Disabilities Act (ADA) is an important civil rights law protecting individuals with disabilities from discrimination in various areas, including employment, public accommodations, and transportation. As defined by the ADA, a disability is a physical, mental, or neurological impairment that limits an individual’s ability to participate in major life activities. The goal of this law is to ensure that people with disabilities have proper access to public services, facilities, and equal employment and educational opportunities. Common disabilities that are protected under the ADA are:

    • Blindness
    • Cancer
    • Epilepsy
    • Autism
    • Major depressive disorder
    • Diabetes

    What Employers Should Know About the ADA

    The ADA is crucial because it promotes equal opportunity and accessibility for individuals with disabilities. By ensuring accessibility in various aspects of life, the ADA fosters a more inclusive environment. To encourage and champion accessibility and inclusion in the workforce, employers must understand their responsibilities under the ADA.

    Learn and understand the law

    A great way to ensure regulatory compliance is to take the time to read and understand the law and any accompanying policies. Whether you choose to read a summary from a federal website or consult a subject matter expert, gaining knowledge about your business’s legal obligations and the disabilities that are covered will allow you to implement the necessary accommodations. If this sounds overwhelming, there are HR companies like certified professional employer organizations (CPEOs) that can ensure your compliance and assist you with providing proper accommodations.

    Providing reasonable accommodations

    One of the protections enacted by the ADA is implementing reasonable accommodations. These accommodations are specifically geared towards helping qualifying employees successfully perform and complete their job functions. Covered accommodations can include modified work schedules, installing a ramp, providing noise-canceling headphones, or allowing a service animal in the office.

    Not only is ADA compliance part of federal law, but it’s beneficial to your employees, company, and bottom line. While the cost of a penalty depends on the violation, a first-time ADA violation for non-compliance can cost up to $75,000. Among the most common violations are a lack of accessible exits, entrances, and parking spots, missing signage, and inaccessible restrooms.

    Providing reasonable accommodations for your staff shows your loyalty to your employees’ well-being, fostering a culture of loyalty and positivity. A strong work culture can also enhance your company’s overall creativity, productivity, and morale, improving your brand and bottom line.

    How A CPEO Can Ensure Your Compliance

    The ADA is a significant employment law that every company should stay up to date on and properly understand. But, as a business owner, it can be stressful to properly keep track of all the requirements, and failure to do so can be detrimental to your bottom line. That’s why many business owners partner with a CPEO like Group Management Services (GMS).

    GMS has a wide range of subject matter experts (SMEs) who assist business owners with compliance, ADA compliance training, and updating employee handbooks. Our team has the knowledge and expertise to ensure you’re providing the necessary accommodations, following legal requirements, and collecting proper documentation to reduce any potential legal liabilities. Are you concerned about your ADA compliance? Contact us to learn how we can help!

  • Starting April 9th, 2025, Ohio employers must provide detailed pay statements to their employees under Ohio House Bill 106, known as the Pay Stub Protection Act (PSPA). Previously, Ohio was one of only nine states that did not require employers to issue pay stubs. Now, Ohio business owners must familiarize themselves with this legislation and its requirements. 

    What is the Pay Stub Protection Act? 

    The PSPA is a new Ohio-based law that requires employers to provide their employees with a detailed pay stub for every paycheck they receive. State Representative Dontavius Jarrells states, “With this new law, every hardworking Ohioan will have the documentation they need to verify their wages, hours, and deductions without the burden of legal battles.” This law will help ensure pay transparency across the state while emphasizing the importance of employer accountability and workplace fairness.  

     Whether electronic or paper, the pay stub for salaried employees must include the following information: 

    • The employer’s name 
    • The employee’s name 
    • The employee’s address 
    • The employee’s total gross wages earned during the pay period 
    • The employee’s total net wages for the pay period 
    • A listing of the amount and purpose of each addition to or deduction from the employee’s wages during the pay period 
    • The date the employee was paid and the pay period covered by that payment 

    As for hourly employees, their pay stub must include: 

    • The employer’s name 
    • The employee’s name 
    • The employee’s address 
    • The total number of hours the employee worked in that pay period 
    • The employee’s hourly wage rate 
    • The employee’s overtime hours 

    PSPA Violation 

    If an employer fails to provide an employee with a pay stub, the employee can request a copy from their employer. If the pay stub is still not received within 10 days, the employee can report the issue to the Department of Commerce. The Director of Commerce may then issue a notice to the employer for the violation, which can lead to significant monetary penalties or fines. 

    How GMS Can Help Ohio Employers with PSPA 

    Managing payroll and compliance can be daunting for business owners. That’s why many businesses partner with professional employer organizations (PEOs) like Group Management Services (GMS). With our automated payroll software, GMS Connect employees can easily access all their payroll information, including W-2s, tax deductions, pay stubs, and more. 

    Our payroll team is available to assist with any questions regarding deductions or wage discrepancies, ensuring a smooth payroll process. GMS also helps business owners stay on top of changing rules and regulations, ensuring their compliance and reducing their risk of violations or monetary penalties.  

    If you’re an Ohio-based business that needs assistance with PSPA compliance or payroll automation, contact us today!  

  • Running a small business is no small feat. Between managing daily operations and driving growth, it’s easy to overlook one of the most critical aspects of business success: regulatory compliance. But here’s the thing: ignoring compliance can lead to hefty fines, legal headaches, and even damage to your reputation. So, what exactly is regulatory compliance, and why should it be on your radar this April? In this blog, we’ll break down the essentials, highlight key April deadlines, and show how partnering with Group Management Services (GMS) can simplify the process while helping your business thrive. 

    What Is Regulatory Compliance, And Why Does It Matter? 

    Regulatory compliance refers to the process of adhering to laws, regulations, and standards relevant to your industry. Think of it as the rulebook your business must follow to stay on the right side of the law. For example, laws like the Sarbanes-Oxley Act (SOX) and the Federal Information Security Modernization Act (FISMA 2014) set strict guidelines for financial reporting and data security—rules that many businesses must comply with depending on their operations. 

    But compliance isn’t just about avoiding trouble; it’s a foundation for sustainable growth. Here’s why it matters: 

    • Avoid costly penalties: Non-compliance can lead to expensive fines, lawsuits, and even workers’ compensation claims. For example, failing to meet Occupational Safety and Health Administration (OSHA) standards could result in penalties that negatively impact your bottom line. 
    • Boost employee morale and retention: A compliant workplace shows employees you care about their safety and well-being. When employees feel valued, morale improves, productivity rises, and turnover drops. 
    • Enhance operational efficiency: Many compliance requirements push you to streamline processes, reduce inefficiencies, and improve the quality of your products or services. Over time, this can make your business more profitable and manageable. 

    Key Regulatory Compliance Deadlines In April 

    April is a busy month for compliance deadlines. Missing these dates can lead to penalties or missed opportunities, so mark your calendar! Here are some of the most important dates to know: 

    • April 15th: Tax Day—the deadline for filing individual and corporate tax returns. Don’t wait until the last minute to get your paperwork in order! 
    • April 30th: Employers must post OSHA Form 300A (summary of work-related injuries and illnesses) in a visible workplace location from February 1st through April 30th. This transparency informs employees and ensures compliance with OSHA regulations. 

    Pro Tip: These are just a few of the deadlines to watch. Depending on your industry, there may be additional state or federal requirements. Staying proactive can save you from last-minute stress. 

    The Risks of Non-Compliance—And How To Avoid Them 

    Ignoring regulatory compliance isn’t just risky—it’s expensive. Fines for non-compliance can range from hundreds to millions of dollars, depending on the violation. Beyond the financial hit, non-compliance can lead to legal battles, damaged reputations, and even business closures. For small businesses with limited resources, these setbacks can be devastating. 

    The good news? You don’t have to navigate this complex landscape alone. Partnering with a professional employer organization (PEO) like GMS) can take the burden off your shoulders. 

    How Group Management Services Simplifies Regulatory Compliance 

    At GMS, we understand that regulatory compliance can feel overwhelming, especially for business owners juggling multiple responsibilities. That’s why we’re here to help. When you partner with GMS, you gain access to a team of experts who can: 

    • Keep you updated: We monitor changes in state and federal laws, so you don’t have to. Whether it’s a new OSHA regulation or an update to tax codes, we’ve got you covered. 
    • Manage workers’ compensation: From claims to compliance, we streamline the process to minimize risks and costs. 
    • Provide legal guidance: Our experts offer advice to ensure your business stays compliant and avoids costly mistakes. 
    • Support your growth: Beyond compliance, GMS offers payroll assistance, recruitment support, and more, giving you the tools to scale with confidence. 

    With GMS as your trusted partner, you can focus on what you do best—running your business—while we handle the complexities of compliance. 

    Take Control of Compliance Today 

    Regulatory compliance doesn’t have to be a headache. By staying informed, meeting deadlines, and partnering with experts like GMS, you can protect your business, boost efficiency, and set the stage for long-term success. Ready to simplify compliance and take your business to the next level? Contact Group Management Services today for a free consultation and discover how we can help you navigate the regulatory landscape with ease. 

  • Running a small business gives you the freedom to set the rules, but that doesn’t mean you’re free from laws and regulations. From employment laws to safety standards, staying on the right side of compliance is crucial. These continuously evolving laws aim to ensure fairness, safety, and accountability in business operations. Failure to meet compliance can result in severe consequences such as fines, legal liabilities, and reputational damage.

    It can be difficult to keep track of every single law and avoid non-compliance fines on top of handling the other responsibilities necessary to run your business. Investing in human resource outsourcing through a professional employer organization (PEO) can save you time and money, allowing you to maintain focus on operating your business. By managing HR functions, a PEO can help your business stay in line with complicated laws and regulations.

    The following dives into how non-compliance can cost your business money and how a PEO can help manage these essential tasks.

    Non-compliance Risks And PEO Solutions

    Workplace safety

    Workplace safety is a crucial aspect of sustaining a healthy work environment, as these practices and procedures protect employees and prevent accidents. The Occupational Safety and Health Administration (OSHA) takes safety seriously and will issue significant fines if your workplace is not compliant. According to the OSHA Penalties list, serious violations can cost a business $16,131 per violation. It’s 10 times that amount for willful or repeated penalties.

    Partnering with a PEO for risk management services can provide resources and expertise to uphold safety standards and keep your business compliant. A PEO can complete regular risk inspections and catch hazards before an incident occurs, saving your company from potential fines. In addition to helping you steer clear of expensive OSHA fines, workplace inspections and guidance on compliance can make your work environment safer and minimize the risk of workplace incidents.

    Hiring

    Hiring employees can be a costly experience if you aren’t compliant with appropriate policies and practices. With several laws enforced by the Equal Employment Opportunity Commission (EEOC), companies must stay informed to avoid legal pitfalls. Missteps during the hiring process can lead to lawsuits from disgruntled applicants over improper job applications, discrimination, or other issues. These lawsuits are not only costly, but they can tarnish your business’s reputation.

    Acquiring HR services through a PEO can help you avoid these hiring mistakes and possible lawsuits. From cohesive hiring and onboarding to HR auditing, a PEO like GMS offers plentiful solutions to streamline your HR processes. With expertise in HR regulations, a PEO can ensure compliance and safeguard your business against legal liabilities.

    Health care

    Under the Affordable Care Act (ACA), businesses with 50 or more employees or full-time equivalents (FTEs) are required to offer health insurance coverage. Failure to offer coverage under current legislation could end up costing a business thousands of dollars each month, depending on the number of employees at your company and how or if you have offered employees coverage in the past. Since the specifics can get complicated, use this simple guide from The Henry J. Kaiser Family Foundation to see where you fall.

    One of the best ways to maintain compliance is by collaborating with a PEO to find a group health insurance plan that makes the most sense for your business and employees. A PEO can negotiate with insurance providers for competitive rates so you can receive premium care at a reduced cost. PEOs also handle administrative tasks associated with managing health insurance, including keeping up with health care compliance regulations.

    Payroll

    Managing payroll comes with a host of tax obligations for businesses. Mishandling payroll or filing inaccurately can result in hefty penalties due to non-compliance with tax regulations. In fact, if there’s negligence or disregard for rules or regulations, the accuracy-related penalty stands at 20% of the tax underpayment attributed to these actions. Failing to file on time can also be costly, with fees increasing for each month overdue. The Failure to File penalty is 5% of the unpaid taxes for each month that a tax return is late, capped at 25% of your unpaid taxes. These penalties highlight the importance of timely and accurate payroll management practices to ensure compliance and avoid financial setbacks.

    By optimizing payroll management, a PEO can efficiently handle responsibilities such as strategic planning, processing payroll, benefits administration, and more. A PEO like GMS not only offers payroll administration services but also provides payroll tax management. With a PEO, businesses can benefit from expert assistance navigating complex tax regulations, ensuring accurate tax filings, and avoiding expensive penalties.

    Stay Compliant Through Changing Regulations With GMS

    Some businesses need help remaining compliant with every existing rule and regulation. It gets even more complex when laws are created or updated. A PEO like GMS has a dedicated team of HR specialists who can help you stay up-to-date on the legislation and regulations, keeping your business compliant and avoiding penalties.

    With a PEO, you don’t have to spend hours trying to make sense of every little detail concerning laws and regulations that may affect your business. Our experts handle the complexities of compliance, so your business is safer and stronger in the long run. Contact us today to talk about how GMS can help your business!

  • As a company grows, so do the needs of its employees. Offering competitive and comprehensive employee benefits is crucial for attracting and retaining top talent. However, navigating the complexities of employee benefits can be challenging, especially as your company expands. Continue reading to explore the key considerations and strategies for effectively managing employee benefits as your company grows.

    Understanding The Importance Of Employee Benefits

    Employee benefits play a significant role in the overall satisfaction and well-being of your workforce. They contribute to employee retention and loyalty and impact recruitment efforts. 78% of employees say they would stay with a company because they like the benefits. As your company scales, the need for robust employee benefits becomes more significant, making it essential to understand the importance of offering a compelling benefits package.

    Tailor Benefits To Meet Diverse Needs

    Understanding your employees’ diverse needs is fundamental to tailoring an effective benefits package. Conducting surveys or holding focus group discussions can provide valuable insights into your employees’ specific needs and preferences.

    In addition, consider customizing benefits to cater to different demographics within your workforce. This may include offering flexible work arrangements, wellness programs, or personalized health care options to accommodate varying lifestyles and preferences.

    Navigate Legal And Compliance Considerations

    It’s also crucial to stay on top of evolving labor laws and regulations related to employee benefits. Compliance with local, state, and federal laws is essential to avoid potential issues. Consult legal and HR professionals to ensure your benefits offerings comply with relevant regulations. This can help mitigate legal risks and ensure your benefits programs adhere to industry standards.

    Evaluate Cost-Effective Benefits Solutions

    Growing companies often face budgetary constraints. It’s important to conduct a thorough cost analysis to assess the financial implications of expanding or modifying employee benefit programs. Research and explore cost-effective benefit solutions such as group insurance plans, retirement savings programs, or employee assistance programs. Evaluating multiple options can help identify affordable yet impactful benefits for your employees.

    Communicate Benefits Effectively

    Clear and transparent communication about employee benefits is essential, especially during growth and change. Develop effective communication strategies to ensure employees understand the full scope of their benefits. In addition, provide educational resources and workshops to help employees make informed decisions about their benefits. This can enhance appreciation for the benefits offered and maximize their utilization.

    Leverage Technology For Benefits Administration

    Now, it’s essential to implement HR software that streamlines benefit administration processes. This can simplify enrollment, tracking, and employee benefits management, improving overall efficiency. Providing employees with self-service tools for benefits management can enhance their experience and reduce administrative burdens on HR personnel.

    Partner With A PEO

    Consider finding support from HR professionals such as a professional employer organization (PEO) who are there to help create a competitive benefits package for your business needs. While growth is great, you no longer have the time to manage everything on your own. Partnering with a PEO like GMS is the light at the end of the tunnel. GMS does more than simply offer coverage like a health insurance company. We provide our clients with various tools and resources to find a coverage solution tailored to their needs. Common benefits options we provide business owners include:

    By embracing the support of a PEO and incorporating sought-after benefits, small business owners can attract and retain top talent, foster a positive workplace culture, and ultimately drive the growth and success of their organizations. Contact us today to explore how we can help you navigate employee benefits for your growing business.

  • It’s time to dust off your HR processes and give them a thorough review. HR laws and guidelines are subject to change, and your HR policies must reflect those changes. Though auditing your HR procedures may seem like a hassle or something that can wait, if found noncompliant, you could incur significant penalties and reputational damage that can take months or years to set right. HR can be complicated and confusing to understand. We’ve compiled a short guide to help you start your audit.

    Why Are HR Audits Necessary?

    HR audits aren’t mandatory, but they can help protect your business and save you time and money in the long run. HR audits carefully examine your business policies and procedures as they relate to federal, state, and local laws such as the Fair Labor Standards Act (FLSA) and the Americans with Disabilities Act (ADA). They help find outdated policies misaligned with current laws or practices, and also identify areas negatively impacting employees that need improvement.

    In addition, HR audits can:

    • Help improve your processes and policies. HR audits can highlight inefficiencies by thoroughly examining existing HR procedures, from recruitment and onboarding to performance evaluations and compliance with labor laws. Audits can help organizations foster a more engaging and responsive workplace environment, ensuring policies are not only compliant but also aligned with the strategic goals and expectations of employees.
    • Reduce turnover. HR audits can help you identify reasons employees are leaving and assist in developing a plan to boost retention. These audits examine various aspects, including job satisfaction, management practices, career development opportunities, and workplace culture. By gathering and analyzing exit interview data, employee surveys, and other relevant information, you can identify patterns and pinpoint specific areas for improvement.
    • Address and prevent harassment. Creating a safe and respectful workplace is a non-negotiable for modern organizations. HR audits can help ensure you have proper policies to prevent harassment or bullying affecting team morale, productivity, and more. They review existing policies, complaint procedures, and how past incidents are handled to assess their effectiveness. Through reviewing compliance with current laws and best practices audits can help determine areas for improvement and develop new strategies to better protect employees.
    • Improve workplace safety. HR audits can provide a comprehensive review of safety practices, incident reports, and compliance with occupational health and safety regulations. By analyzing data on common workplace injuries, such as when and where they happen; you can identify any underlying safety hazards, such as faulty equipment, fatigue, understaffing, etc.

    HR audits can drastically improve areas of your business while ensuring you avoid lawsuits, fines, and reputational harm. Think of them as preventative care that keeps your organization healthy and capable of recovering from potential setbacks.

    Types Of HR Audits

    Beyond a general HR compliance audit, there are a few other audits to choose from: best practices, strategic, and function-specific. Each is helpful and can help safeguard your business.

    Best practices audit

    This audit examines your HR practices holistically and compares them to proven best practices. It helps identify areas for improvement while assessing your competitive advantage.

    Strategic audit

    Strategic audits are particularly helpful if your business is growing. They help identify strengths and weaknesses in your HR processes and ensure they align with your business’s strategic plan.

    Function-specific

    These audits focus on one or a few areas within your HR practices, such as payroll, hiring, and onboarding.

    How To Conduct An HR Audit

    Once you’ve selected the right audit for your business, there are a few critical steps to consider. First, determine who will be conducting the audit. While internal audits are possible, and you can run them yourself, partnering with a professional employer organization (PEO) can save you time and energy, ensuring you don’t miss any vital elements.

    After determining who will conduct the audit, start planning the details, when it will take place, the type of audit, and your goals. Inform your team, including information about audit meetings, what to expect, questions they will be asked, or information they will need to locate.

    Now that you’ve laid the groundwork to conduct your audit, consider the following:

    1. Check federal and local laws and industry regulations 
    Start by reviewing employment laws. Ensure you thoroughly understand them and employee forms such as W-2, I-9, etc. Stay updated with your industry’s specific regulations and review your department’s practices for potential risks. This foundational step ensures your audit is grounded in the latest legal requirements and industry standards.
    2. Evaluate current processes  
    Audits not only evaluate your policies and procedures but also their implementation. Technically speaking, your practices could be compliant and efficient; however, you could still have issues if poorly implemented. 
    3. Secure sensitive information
    Audits go beyond reviewing employee handbooks; they often require examining employee paperwork. This means handling sensitive information, and you’ll need to ensure it stays protected, digitally or otherwise, throughout the process. 
    4. Create your audit report
    Write up your findings. Include the specific areas you examined, any areas that need to be addressed, and the plan to manage them. Give this report to senior leadership and key stakeholders who must stay involved.
    5. Communicate changes with your team
    Transparency and communication are crucial to implementing changes effectively. Keep your staff informed about any policy or process adjustments resulting from the audit. Early and frequent communication helps to secure team buy-in, which is vital for successful implementation.

    HR Audits With GMS

    HR audits can get complicated quickly; you risk overlooking critical elements when handled internally. Partnering with a PEO like GMS can help. You’re an expert in your field but probably not an expert in HR. Our HR professionals stay up to date on employee laws and regulations. No matter what type of HR audit you need, with GMS, you’ll gain access to a dedicated HR specialist who:
    • Takes the time to learn how your HR functions are currently being handled
    • Drafts a comprehensive report that outlines your current HR status
    • Provides recommendations on how you can improve your internal HR processes
    • Offers recommendations on HR functions that can be outsourced

    Contact us today, and let us take the administrative HR burdens off your plate.

  • Governor Kathy Hochul of New York unveiled an ambitious proposal to extend the state’s Paid Family Leave (PFL) program to incorporate prenatal leave, marking a significant stride towards supporting working parents. This initiative aims to provide expecting parents the essential flexibility and financial security to attend prenatal medical appointments without compromising their income or utilizing their existing leave entitlements.

    The Proposal

    Under the proposed expansion, employers in New York would be obligated to provide their employees with 40 hours of paid leave specifically designated for attending prenatal medical appointments. Governor Hochul emphasized this move would position New York as the first state to institute prenatal leave as part of its paid family leave provisions. The plan would only become law if it were in a bill passed by both houses of the state legislature and signed by the governor.

    Addressing A Critical Gap

    New York’s existing PFL program mandates a waiting period of seven days and only becomes accessible four weeks before the expected birth of a child. By incorporating prenatal care as a distinct qualifying event within the PFL framework, pregnant workers would be empowered to prioritize their medical requirements without depleting their leave allocation for post-birth leave.

    PEOs: A Smart Solution For Small Businesses Facing New Labor Regulations

    In the wake of Governor Hochul’s visionary proposal to expand New York’s PFL program to include prenatal leave, small business owners in the state may find themselves navigating new obligations and complexities. During this transformative period, a professional employer organization (PEO) is here to help small business owners. A PEO like GMS offers expertise in navigating evolving labor regulations, managing compliance intricacies, and facilitating seamless implementation of the expanded PFL program. A partnership with a PEO allows business owners to adapt to these changes while ensuring compliance. As a business owner, your main goal is to grow your business and attract and retain top talent, not worry about laws and regulations constantly changing; let GMS’ experts handle that. Get a quote from us today.

     

  • In a recent turn of events, a California appeals court has fast-tracked the enforcement of new regulations under the California Consumer Privacy Act (CCPA), requiring small business owners in California to swiftly adapt to the evolving compliance landscape. This decision signifies immediate enforcement of new CCPA regulations, emphasizing the urgency for businesses to align with the updated compliance requirements. This ruling eliminates the previously anticipated grace period, necessitating proactive measures to safeguard businesses from potential compliance breaches and associated risks.

    Brief Background

    New CCPA regulations initially took effect in March 2023, but regulators built in a grace period to start enforcement on July 1, 2023. However, a California court delayed enforcement until March 29, 2024, creating a temporary reprieve for businesses. The California Privacy Protection Agency and the California Attorney General appealed this decision, resulting in the recent ruling that allows immediate enforcement of the regulations.

    Your Compliance Blueprint

    Small businesses must promptly initiate a comprehensive compliance plan to navigate this regulatory shift effectively. The following are essential steps to ensure CCPA compliance:

    1. Acknowledging existing CCPA requirements: While focusing on adapting to the new regulations, it’s crucial to remember that certain CCPA provisions have been in effect since January 1, 2020.

    2. Audit and update contracts: Review and update contracts with service providers, vendors, and third parties to ensure alignment with CCPA requirements for data processing and storage.

    3. Updating notices for employees: Provide updated notices to job applicants and existing employees to comply with CCPA regulations concerning data privacy.

    4. Refreshing privacy policies: Regularly update your privacy policies to reflect the latest CCPA regulations, ensuring transparency and compliance with customer data protection standards.

    5. Evaluating the website’s cookie compliance: Ensure that your website’s cookie banner and management tools adhere to CCPA guidelines, considering the collection of personal information from visitors.

    6. Enhancing CCPA rights’ requests processing: Align your processes with the revamped requirements for receiving and addressing CCPA rights’ requests, emphasizing compliance and responsiveness.

    7. Assessing ‘Dark Patterns’ on your website: Evaluate your website for any “dark patterns.” A dark pattern is a user interface that has been carefully crafted to trick users into doing things, such as buying overpriced insurance with their purchase or signing up for recurring bills. This ensures that user autonomy and decision-making are not compromised in accordance with CCPA regulations.

    Anticipating The Future Impact

    While the immediate impact of the accelerated enforcement may not heavily affect most businesses, it underscores the need for proactive compliance measures. In addition, the ruling’s implications on future agency rulemaking, particularly in regulating advanced technologies such as artificial intelligence (AI), emphasize the evolving nature of data privacy regulations.

    So, moving forward, small businesses in California must adapt to the accelerated enforcement of CCPA regulations, emphasizing the need for proactive compliance measures to mitigate potential risks and ensure adherence to consumer data privacy standards. Have you considered partnering with a professional employer organization (PEO)? A reputable PEO like GMS can provide tailored guidance, robust compliance frameworks, and comprehensive resources to help businesses effectively address the complexities of data privacy regulations.

    When you partner with GMS, business owners can access specialized expertise, streamline compliance efforts, and fortify their data protection strategies, empowering them to navigate the evolving regulatory landscape with confidence and focus on driving business success. Contact us today to learn more.