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  • 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.

  • 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.

  • 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!

  • 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.

  • Are you struggling to find the right talent for your small business? Are you tired of sifting through countless resumes and conducting endless interviews? Well, what if we told you that there’s a powerful tool that can help you attract top talent, improve retention, and reduce the time and cost associated with the hiring process? Enter the employee referral program – a simple yet effective way to tap into the power of your existing workforce and find your next superstar employee.

    It’s time to learn how to create an employee referral program for your small business that will engage your employees, increase your chances of finding the right candidate, and ultimately help your business thrive. So, whether you’re just starting out or looking to revamp your existing hiring strategy, continue reading to learn how to create an employee referral program that works for your business.

    What Is An Employee Referral Program?

    An employee referral program is an organized and structured program employers use to ask existing employees to recommend candidates for open positions. It’s a method used to find and hire the best talent from your current employees’ existing networks. Research shows that 88% of employers rate employee referral programs as the best source of new job applicants.

    The following are the benefits of offering an employee referral program:

    • Improves the quality of hire
    • Reduces turnover rate
    • Improves employee retention
    • Reduces time and cost per hire
    • Improves company culture
    • Better employee engagement

    Now The Challenging Part, Or The Exciting Part (For Us)

    Since an employee referral program can be a powerful tool for companies looking to attract top talent, you may be asking how you can create this program within your business. We’ve made it easy for you to implement a referral program within your business by following these simple steps:

    1. Define your goals: Before your start building your referral program, defining what you hope to achieve is important. Do you want to attract more diverse candidates? Fill certain positions faster? Reduce turnover? Clear goals will help you determine the most effective incentives and rewards.
    2. Create a process: You’ll need a clear and simple process for employees to follow when referring candidates. This should include details about what kind of candidates you’re looking for, how to submit referrals, and how the selection process will work.
    3. Offer incentives: Offering incentives is a great way to motivate employees to participate in your referral program. These could be monetary rewards, such as a bonus or percentage of the new hire’s salary, or non-monetary rewards, such as extra vacation days or a special recognition program.
    4. Communicate with your employees: Make sure your employees are aware of the referral program and its benefits. Consider hosting informational sessions, sending regular updates and reminders, and offering training on identifying and referring great candidates.
    5. Monitor and measure success: It’s essential to track the success of your program so you can make adjustments as needed. Keep track of metrics such as the number of referrals received, the number of hires made, and the cost per hire.
    6. Keep it fun: Referral programs should be engaging and enjoyable for employees. Consider hosting friendly competitions or offering additional incentives for referring multiple candidates.

    Are There Other Options?

    Creating a referral program may seem like the right fit for your business, but it may also seem like a lot of work, right? What if we told you there was a simpler way for you to have an employee referral program all while you can continue growing your business? At GMS, a professional employer organization (PEO), we help small business owners manage their HR needs, including recruiting, hiring, and employee retention. We are your resource if you want to create an employee referral program.

    Here are just a handful of ways that we can help you create an employee referral program:

    • Develop a comprehensive referral program: PEOs can work with you to develop a referral program tailored to your specific needs. We can help you establish referral bonuses for each position, create a streamlined process for employee referrals, and design the program to maximize employee engagement.
    • Manage the hiring process: Once you receive referrals from your employees, our HR experts help you manage the hiring process, including writing legally compliant job ads, screening resumes, setting up the first interview, assisting you in compiling appropriate and legal interview questions, and so much more.
    • Monitor the success of the program: Through our applicant tracking system (ATS), we’re able to track the success of your referral program by providing regular reports on the number of referrals, the quality of referrals, and the overall effectiveness of the program.

    If this sounds like the right fit for your business, get a quote from us today so you can begin attracting the talent you need to succeed.

  • In recent years, there has been a growing movement to reform the criminal justice system in the U.S. One issue that has gained significant attention is the use of criminal history information in employment decisions. In 2018, California created the Fair Chance Act, which is a law that aims to reduce undue barriers to employment for individuals with criminal histories. It generally prohibits employers with five or more employees from asking a job candidate about conviction history before making a job offer, among other requirements.

    The Fair Chance Act Of 2023

    Since then, the California Legislature introduced the Fair Chance Act of 2023, which would expand upon the Fair Chance Act if passed. This act would further restrict how employers can use information about the criminal histories of job seekers and employees. It requires employers to send the applicant a written notice that lists the disqualifying convictions that form the basis for rescinding a job offer and a copy of the conviction history report.

    Ultimately, it allows employers to seek a job applicant’s conviction history report only in the following circumstances:

    • Federal or state law or federal regulation requires an employer to obtain the information
    • Federal or state law prohibits an individual with a particular conviction history from holding the position sought, regardless of whether the conviction has been expunged, sealed, or dismissed
    • Federal or state law prohibits an applicant with that particular conviction from being hired

    In addition, it prohibits employers from rejecting an applicant because of their conviction history without first conducting an individualized assessment of whether their conviction history has a “direct and adverse” relationship to the job. The current law requires California employers to disclose in writing that they are asking for a criminal background report. However, if the new bill is passed, employers must also provide information about any laws or regulations that impose employment restrictions based on a conviction and could result in an adverse employment action.

    The bill also expands the number of employment practices deemed unlawful, including:

    • Ending an interview
    • Rejecting an application or otherwise terminating the application process based on conviction history information the applicant provides, or the employer learns from another source

    It’s critical to note that the 2023 bill, if passed, only applies to criminal history. That means employers remain free to do additional types of background checks, such as verifying an individual’s identity, home address, education credentials, and previous employers.

    Feeling Overwhelmed?

    Should the Fair Chance Act of 2023 pass, it would significantly disrupt the regular hiring process for almost every employer in California. Fear no more – GMS is here to navigate these ever-changing rules and regulations with you. We understand that in today’s rapidly evolving business landscape, keeping up with these new laws can be daunting, especially for California small businesses. Fortunately, partnering with a professional employer organization (PEO) like GMS can help alleviate these burdens, providing your business with the necessary resources and expertise to ensure compliance and success.

    With GMS experts by your side, you can rest easy knowing that you have a trusted partner who is committed to helping you navigate the complexities of employment laws while allowing you to focus on what you do best – growing your business. Interested in learning more? Contact our HR experts today.

  • As summer approaches, many businesses experience increased demand for their products or services. To keep up with this demand, business owners often need to hire seasonal help. Seasonal employment involves recruiting, hiring, and managing staff for a certain period of time throughout the year to ensure an organization has enough workers to avoid labor shortages when business is at its busiest. These temporary, short-term jobs may be seasonal based on geography or the time of year. Typically, a seasonal job lasts about three months.

    However, finding and hiring reliable seasonal employees to keep your operations running smoothly can be challenging. So, let’s discuss tips for business owners that can help you find seasonal help for the summer.

    Start Early

    The key to finding reliable seasonal employees is to start the hiring process early. Waiting until the last minute can limit your options, as many job seekers may have already secured summer employment. It’s best to begin recruiting at least two to three months before needing extra help.

    Post Job Listings Online

    One of the easiest and most effective ways to find seasonal employees is to post job listings online. Numerous websites allow you to post job listings for free or at a minimal cost. Popular websites to post job listings on include the following:

    • Indeed
    • Glassdoor
    • LinkedIn

    Be sure to include a clear job description, the duration of the employment, and the pay rate.

    Utilize Social Media

    Social media platforms such as Facebook, Twitter, Instagram, and LinkedIn can be valuable tools for finding seasonal employees. Share your job listing on your company’s social media pages and encourage your followers to share it with their networks. You can also join local Facebook groups related to your industry or community and post your job listing there.

    Attend Job Fairs

    Job fairs can be an excellent way to connect with potential seasonal employees. Consider looking for job fairs in your area that cater to college students or those seeking summer employment. These job fairs are often held on college campuses and community centers. Be sure to bring copies of your job listing and be prepared to answer any questions about the job.

    Reach Out To Local Schools

    If you’re looking for seasonal help from students, consider reaching out to local schools and universities. Many students are looking for summer employment, and schools often have career centers that can help connect you with potential employees. You should also reach out to professors in relevant departments and ask if they can recommend any students for the job.

    Consider Referrals

    Another effective way to find seasonal employees is to ask for referrals from your current employees, friends, and family members. Your employees may know someone who is looking for summer employment or has a friend or family member who is interested in the job. Referrals are often reliable and can save you time and money in the hiring process.

    GMS Is Here To Help

    Finding seasonal help for your small business can be challenging, especially with summer just around the corner. Make a splash this summer and take your business to the next level by partnering with a PEO – the ultimate game-changer you’re missing in your business. A PEO provides a range of services for your business, from recruiting and hiring to payroll and benefits administration. By outsourcing these tasks to a PEO such as GMS, small business owners can focus on growing their business while leaving the hiring process to the experts.

    With a PEO by your side, you can find your business reliable seasonal employees quickly and efficiently, ensuring that your business runs smoothly throughout the summer months. So, if you’re looking to take your business to the next level this summer, consider partnering with a PEO and enjoy the benefits of having a dedicated team of experts by your side. Contact us today to learn more.

  • Human resources (HR) is a critical function for any business, responsible for managing the relationship between employers and employees. It plays a key role in developing, reinforcing, and changing an organization’s culture. In California, however, HR can be one of the most challenging aspects of running a business. The state’s employment laws are some of the most employee-friendly in the country, which can make it challenging for small businesses to operate efficiently.

    With generous wage and hour laws and paid leave benefits, California is among the most employee-friendly jurisdictions globally. While this is great for employees, it’s quite the administrative nightmare for small business owners. So, what exactly makes California so different than every other state in the U.S.? Let’s dive into the world of HR in California and explore the factors that shape the decisions of HR professionals and business owners.

    Employment Laws

    One of the main reasons why HR in California is so challenging for businesses is due to the state’s complex employment laws. California has some of the most stringent employment laws in the country, covering everything from overtime pay to sick leave to discrimination in the workplace. Laws in California, such as the Fair Employment and Housing Act (FEHA), prohibit employers from discriminating and retaliating against employees in various protected classes. In addition, employers are required to:

    • Provide pregnancy accommodations
    • Provide equal pay
    • Allow for wage discussions
    • Allow employees to access personal files
    • Protect whistleblowers

    These laws can be difficult for businesses to navigate, and the penalties for violating them can be expensive.

    Overtime Rules

    The Fair Labor Standards Act (FLSA) entitles non-exempt employees to overtime pay for any hours worked over 40 a week. This is stricter than the federal standard of overtime pay after 40 hours in a week. It ultimately means that businesses must carefully manage their employees’ schedules and workloads to avoid costly penalties for overtime violations. On the flip side, employees can earn extra income for their hard work and dedication.

    Paid Sick Leave Benefits

    California’s paid leave benefits are a hot topic that every employee and employer should explore. These laws require employers to provide paid sick leave to all employees, which can be challenging for small businesses with limited resources. With California being one of the few states in the country to offer such generous benefits, employees can take time off from work to care for their health or that of a loved one without fear of losing their job or financial security.

    Paid family leave gives employees up to eight weeks to take time off work to:

    • Care for a seriously ill family member
    • Bond with a new child
    • Participate in a qualifying life event because of a family member’s military deployment

    Anti-Harassment Requirements

    Harassment in the workplace is a serious issue that can have devastating effects on employees and businesses. That’s why anti-harassment policies are critical to creating a safe and respectful work environment for all employees. Such policies clearly define what constitutes harassment and what steps will be taken if an incident occurs. Providing employees with a clear understanding of what is and isn’t acceptable behavior, anti-harassment policies help prevent harassment from occurring in the first place.

    Since California is employee-favored, the state requires all businesses to have a written anti-harassment policy, as well as a reporting and investigation procedure. All companies with over 50 or more employees in California are required to do the following:

    • Provide one hour of sexual harassment and abusive conduct prevention training to nonsupervisory employees
    • Provide two hours of sexual harassment and abusive conduct prevention training to supervisors and managers once every two years

    This training must occur within the employee’s first six months on the job. In addition to race, sex, and age, the training must also address harassment based on gender identity and sexual orientation.

    Timely Payment Of Wages

    In California, timely payment of wages isn’t just good practice; it’s the law! Employers must pay their employees’ wages on time and in full, including all overtime and bonuses earned. This means that employees can rest assured they’ll receive their hard-earned wages on time, without any delays or excuses.

    Failure to comply with timely payment laws can result in the following:

    • Costly legal penalties
    • Damaged reputation
    • Low employee morale

    For each late paycheck, California’s Labor Code allows the recovery of up to $200 plus 25% of the amount unlawfully withheld, per employee, per payroll period.

    Layoffs And Business Closures

    The federal Worker Adjustment and Retraining Notification Act (WARN) in California is a vital piece of legislation protecting employees and their families during economic uncertainty. This act requires employers to provide advance notice to their employees in the event of a plant closure, mass layoff, or major relocation. This notice gives employees ample time to prepare for potential job loss and make necessary arrangements for their future. Employers who fail to comply with the WARN Act may face significant legal and financial penalties, including back pay penalties of up to $500 a day for each day of violation for a maximum of 60 days. This act isn’t just a legal obligation for employers but a moral responsibility to treat employees with dignity and respect.

    Consider Outsourcing Your HR Functions

    The intent of California’s HR laws isn’t to burden businesses but to protect the workers. HR in California is a dynamic and ever-evolving field that requires careful attention to legal compliance, employee well-being, and business success. From overtime rules, paid leave benefits, and anti-harassment policies, California’s HR landscape is filled with exciting and crucial topics that employers and employees must understand and navigate. While California’s employee-friendly laws and regulations can make it challenging for businesses to operate, they also create opportunities for companies to differentiate themselves as responsible and caring employers. By staying informed and proactive about HR issues, companies in California can attract and retain top talent, maintain legal compliance, and build a workplace culture that values and respects all employees.

    Have you considered outsourcing your HR functions to a professional employer organization (PEO)? Partnering with a PEO such as GMS is an excellent option for small business owners in California who want to streamline their HR functions and focus on their core business operations. Our HR experts are trained in the latest HR laws and regulations at GMS. We help business owners navigate complex employment laws in California, such as wage and hour regulations, anti-discrimination laws, and paid leave laws.

    Megan Croley, GMS’ Regional Client Services Manager, expressed, “From unique overtime rules and generous paid family leave benefits to the illegality of non-competes and the relatively new pay data reporting requirement, business owners are clearly navigating a complex set of rules and regulations in California. That can be intimidating! Knowing when to tap into the right resources for help makes all the difference. GMS has been serving clients in California since 2021. We assess your organization and provide guidance, policies, training, and more to avoid missteps.”

    HR functions are time-consuming and distract business owners from focusing on their core business operations. Investing in HR isn’t just a smart business decision; it’s a commitment to creating a better future for your employees. Contact us today to learn more.

  • The workplace is changing, not just because more people are working from home or because more companies are incorporating flexible scheduling. The workplace is experiencing a dramatic generational shift; while the older generations have begun retiring, Generation Z (Gen Z) has entered the arena.

    Each generation brings its own unique set of values and expectations to the office. While this can be great news for you as an employer who needs skilled workers to bring their individual points of view to their work, it can also create friction between generations working side-by-side. Here are some ways to address those differences to keep everyone happy – and productive!

    Generations In The Workforce

    With the addition of Gen Z, there are now five generations working alongside each other:

    • Silent Generation (Born 1925-1945)
    • Baby Boomers (Born 1946-1964)
    • Generation X (Born 1965-1979)
    • Millennials (Born 1980-1994)
    • Generation Z (Born 1995-2012)

    While there isn’t a clear distinction between an individual born in 1979 and someone born in 1981, these dates are largely accepted as generational groups. Additionally, there are subgroups within each generation, but we recommend focusing on the main five groups for management purposes.

    Recognize And Acknowledge Differences

    With a diversified workforce, it’s essential for you and your employees to accept and accredit that there will be differences among the team. Open communication, training, and mentoring are great places to start. For example, you can hold workshops to teach employees about generational differences and how to work effectively with colleagues from different age groups. You can also pair younger and older employees in mentoring relationships to facilitate knowledge-sharing and collaboration.

    There is no need to shy away from the dissimilarities; however, this doesn’t mean reinforcing stereotypes. You must take the time to educate your team about the generational differences in the workplace and encourage them to be open-minded about others’ views and values.

    Acknowledging potentially contrasting ideas and opinions creates a more inclusive and welcoming work environment that embraces unique perspectives and values. By opening the conversation and respecting differences, you can foster a culture of inclusivity, collaboration, and understanding that allows each person’s unique qualities and skills to thrive.

    Be Aware Of Communication Styles And Preferences

    Miscommunications and misunderstandings can be significant causes of conflict, which is why you and your employees need to be open and transparent about communication preferences.

    While Baby Boomers may prefer face-to-face meetings and phone calls as their main form of communication, Millennials tend to lean towards instant messaging platforms such as Microsoft Teams or Slack because it’s easier and faster for non-urgent tasks. Gen Xers find themselves somewhere in the middle, often using email as their primary form of communication with coworkers, but still value face time.

    A potential issue could ensue between Baby Boomers, who contact via phone calls, and Gen Zers, who vehemently avoid phone calls unless absolutely necessary if groups don’t communicate their preferences.

    Be flexible and open-minded. Encourage your team to try and understand where other generations are coming from, even if it’s difficult to relate. Remember that everyone has different experiences, which can affect how they see things. For example, an older generation may have a different view than someone who grew up in the digital age.

    Adjust Your Expectations And Your Management Style

    When managing generational differences in the workplace, it’s important not to make assumptions. For example, while we’ve been referencing general characteristics and preferences of the different generations, don’t assume that all people from the same era are the same. But at the same time, don’t assume different ages won’t get along either. If you do this, you’ll miss out on valuable opportunities for collaboration and cooperation between different generations at work.

    In fact, there may be more similarities between these two employees than differences after all; for example, two coworkers born decades apart may spend their evenings encapsulated in the latest docuseries streaming on Netflix. Another may be on the local co-ed soccer team that their older counterpart was a part of years earlier.

    In addition to adjusting your expectations, adapting your management style is essential. For example, younger workers may appreciate more frequent feedback and freedom in their work environment. On the other hand, older workers may value more structure in their day-to-day activities.

    At the end of the day, your employees are individuals, and your management style should reflect that. It’s crucial you come into each workday with an open outlook, and your employees will do the same.

    Update Your Training Program

    The most effective training programs focus on the skills and abilities of each generation. You can still use some general training methods across all ages, but it’s necessary to recognize that different generations have different needs when it comes to learning new information as well as retaining and applying it on the job. Just as people have communication preferences, they also learn differently. Onboarding sets your expectations for employees, which is why your training program is a great place to educate your team on generational differences.

    The best way to ensure that you’re building your training programs correctly is by understanding what makes each generation unique. For example, Boomers didn’t grow up surrounded by technology, so they may need extra time for practice and review sessions before implementing a new software process into their daily routine. Gen Xers enjoy structure in their work environments, so clear guidance is provided upfront about expectations during this process, such as, “We expect these results within Y timeframe.”

    Gen Zers are more likely to learn by doing; therefore, you can offer hands-on learning opportunities, such as walking through a process together. Also, provide a clear path for feedback and communication throughout the training program.

    Recognizing and adapting to an individual’s learning style will lead to a practical outcome that’ll have long-lasting impacts on your work culture.

    Offer Flexible Solutions

    The overarching key to managing generational differences in the workplace is flexibility. Each generation has its own unique set of needs, so it’s paramount you understand these differences and find ways to meet them. For example, you can offer flexible scheduling options if your younger workers are used to working remotely or at different hours.

    Flexible work arrangements accommodate living differences between all generations, such as school drop-off/pickup times versus evening activities with friends, which benefit your entire workforce.

    Comprehensive work benefits show you care about everyone’s interests and help you attract and retain a diverse workforce. Also, consider adopting inclusive benefits that benefit multiple generations differently. While not exclusively geared to one age, parental leave may not matter to older generations, but career development and promotion opportunities do.

    Generational Differences Are An Opportunity

    The workforce shifts daily, with new employees bringing a flood of new ideas and opinions. While the new skills pose an excellent opportunity for your business, if you’re not careful, generational differences can cause friction in the workplace. But when approached strategically, a diverse team can foster a welcoming culture and greatly benefit your business.

    However, employee training and workplace management aren’t necessarily simple HR functions and can take you away from other integral business responsibilities. By partnering with GMS, we give you access to the tools and resources you need to take on these tasks while providing specific guidance on hiring and training for your business. Our Applicant Tracking System and employee training software streamline the hiring process to efficiently and effectively recruit top talent.

    We help with all the administrative tasks that take away your valuable time so your business can run smoothly. Contact us to speak to one of our experts today!