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  • 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!

  • On December 22nd, 2023, in a bipartisan vote, the U.S. Senate approved the Pregnant Workers Fairness Act (PWFA) to be included in the 2023 federal spending plan. As the bill moved forward into the House of Representatives, it was then passed on December 23rd, 2022. The same day, President Joe Biden signed the bill into law. Continue reading to discover the mandated accommodations associated with PWFA.

    What Is The PWFA?

    The PWFA requires companies to provide pregnant workers with reasonable accommodations such as limits on heavy lifting and more frequent breaks. Currently, federal law only requires those accommodations if employers also offer them to workers with injuries or medical conditions. Under the PWFA, employers with 15 or more employees must accommodate applicants and employees with known limitations due to pregnancy, childbirth, or related medical conditions.

    The Biden Administration has continued to support the PWFA, stating that pregnant workers are often compelled to choose between their health and their jobs. Unless these accommodations are incorporated into law, pregnant women will not be protected. Due to this, many women have a difficult time proving pregnancy discrimination against their employers. The lack of protection for women who are expecting often leads to thousands of women losing their jobs each year. The implementation of the PWFA has mandated that reasonable accommodations must now be implemented into your business operations. Accommodations may include:

    • Assigning lighter work
    • Permitting frequent bathroom breaks 
    • Allowing water at workstations 

    Implementing Temporary Accommodations 

    Often, accommodations may be made for a pregnant employee with the expectation of removing it after the child is born. For example, if a woman needs to work from home for a certain period, then employers must decide if the position can be properly completed remotely. For employers, some positions can be challenging to accommodate. What happens when you can’t make accommodations for your employees? If pregnant workers can no longer complete the essential functions of their position, employers are allowed to provide indefinite leave. No one wants to lose an employee due to temporary circumstances; therefore, employers must consider whether they can create a new position for the time being. This will allow pregnant women in the workforce to have a healthy and safe pregnancy.

    Reaching ADA Accommodations 

    This legislation was modeled on the Americans with Disabilities Act (ADA). Currently, the ADA has laws in place to minimize discrimination against pregnant women. When it comes to women who are breastfeeding, federal law requires employers to provide reasonable time and clean space when necessary. However, due to the Affordable Care Act (ACA) in 2010, many salaried workers were excluded from this law. Through women’s pregnancies, many often work in physically demanding and low-wage positions. 

    Ease The Implementation Process 

    Ever-changing legislation can be overwhelming for a busy business owner to manage. When you partner with GMS, you don’t have to worry about missing legislative updates that may affect your compliance. Remove the consistent administrative burdens and get back to focusing on what’s important – growing your business. Contact GMS today to learn more.

  • The New Jersey Division on Civil Rights proposed new regulations earlier this year, allowing employers to place their required posters on the internet or intranet. Typically, this would be placed on a bulletin in the workplace. The DCR potential regulations allow employers to satisfy the state’s Law Against Discrimination (LAD) and Family Leave Act (NJFLA).

    What The Act Entails

    The regulations proposed creating a new annual LAD and NJFLA notice distribution requirement. The regulation became final on August 1st. One of the significant requirements, according to SHRM, is, “In the event that an employer has an internet site or intranet site for use by its employees to which all employees have access, and the employer customarily posts notices to affected employees or other affected individuals electronically on the site, posting of the official LAD and NJFLA posters.” 

    Employers must post their posters and distribute a copy to each employee. This can be completed annually, on or before December 31st. This must also be completed upon employee request. Another way to receive the posters can be through email delivery. While the process is available online, printed materials may still be delivered. This can be done through paycheck inserts, brochures, or information packets.

    The posting requirements are similar to the following notices: 

    • The state gender equity
    • Reporting and recordkeeping requirements 
    • Conscious Employee Protection Act (CEPA)
    • Family leave insurance

    Why GMS

    Ensuring that your business stays up on regulatory changes is vital. It can become an overwhelming process amongst other daily tasks. When you lean on GMS, the process is simple. Our HRIS systems allow your employees access the tools and materials they need. Contact us today to learn more!

  • House Bill 6173 has been recently introduced to the public. If this bill gets passed, it will end the immunity that was granted in 2020 legislation that stated:

    “An employer is not liable… for an employee’s exposure to COVID-19 if the employer was operating in compliance with federal, state, and local statutes, rules and regulations, executive orders, and agency orders related to COVID-19 that had not been denied legal effect at the time of the exposure.”

    Michigan lawmakers will be considering this bill that will ultimately, expire the legal immunity given to employers who follow workplace safety regulations and whose employees contract COVID-19.

    Stay In The Know

    Since the beginning of COVID-19 in 2020, business owners have always been on the lookout for ever-changing laws and regulations. Let GMS experts keep you up-to-date on these laws so you don’t have to. Learn more on how GMS can help you and your business.

  • As the U.S. continues to experience rising inflation, there is immense pressure for business owners to increase employee wages. As of June 10th, the U.S. Department of Labor (DOL) reported the inflation rate reached 8.6 percent

    The Continued Workforce Shortage 

    The gap between job openings and available workers has continued to widen. The unemployment rate within the U.S. hit over 5.5 million in the month of April. This equates to two jobs per every unemployed worker. The continued pressure on wages has created an increase in the consumer price index (CPI). The CPI has risen to over 8.5% — biggest price 12-month increase since 1981. The labor shortage combined with inflation has become detrimental for businesses.

    The Rising Cost 

    Workers have begun taking advantage of the tight labor market. Despite the unemployment rate falling in recent months, the U.S. is still enduring a major gap. As inflation continues to rise, employee take-home pay holds less buying power. The recent surge in inflation leaves employees desiring more wages and benefits. As a result, employers are now offering increased compensation in hopes of attracting top talent, while remaining competitive. 

    According to SHRM, the average budgeted salary in 2022 climbed to 5.2 percent, compared to 4.5 percent last year. Many companies must adjust where budgets are typically set in advance. To keep key employees, some businesses are planning a midyear pay increase and salary adjustments – in addition to annual raises. While employers continue increasing salaries to retain their top talent, they must implement changes to attract new talent.

    Employee Benefits Options

    One way to remain competitive within the current market is to offer perks beyond salary adjustments. Companies are providing remote working options, providing gift cards to their employees for gas and groceries, and increasing bonus opportunities. Other organizations are offering additional perks such as student loan reimbursement, daycare options, or fertility benefits. These investments have a payoff as employees want to feel supported and appreciated.

    How GMS Can Help

    Due to rising inflation, it is vital for employers to remain competitive. When you partner with GMS, our HR experts can help you attract and retain top talent. Along with providing you top-of-the-line benefits, while ensuring the lowest rate. Our team supports your business through all unprecedented times and ensures your business has all the tools to remain competitive and successful. Contact us today to learn more.

  • Do you enjoy the benefits of partnering with a PEO, but you aren’t sure you’re getting everything you were promised in the beginning? If you currently partner with a PEO, you know there are a wide array of benefits you gain through the partnership. When you partner with GMS, you will receive access to our experts in the fields of payroll, employee benefits, human resources, and risk management.

    Making the switch to a different PEO may seem mundane, but it’s important to ensure the partnership with a new PEO is the right fit. Continue reading to learn how simple it can be to switch from one PEO to another.

    Step 1 – Define Your Reasons For Switching PEOs

    The most important step in switching from one PEO to another is determining the reason why you want to switch. Make a list of pros and cons of your current PEO. The types of services and support you want not only have a direct effect on which PEO is right for you but also impact the transition process. 

    Consider asking yourself the following questions to fully understand your reason(s) for switching.

    • Are you receiving everything you were promised at the beginning of your partnership?
    • What services is your current PEO offering you? 
    • What services do you feel are lacking (if applicable)?
    • How fast do they respond to your correspondence and through what channels are they accessible – email only, phone, fax, and so forth. 
    • What red flags, if any, have you experienced that need to be addressed?
    • How often does your HR account manager facilitate onsite visits?
    • Do your employees have easy access to their payroll information?
    • How flexible is your medical plan for your employees?
    • Are your claims being handled properly and in a timely manner?
    • How often do you review your workers’ compensation rate?

    Step 2 – Find The Right Fit

    If you’re considering switching PEOs, you may ask yourself how beneficial it will be for your business to continue a partnership with a PEO. When determining the right PEO for your business, consider your ever-changing business needs. What are your current challenges? Do you anticipate any changes to your business that could impact which services you need? 

    Not all PEOs are created equal. Some are brand new to the PEO market, while others have been around for quite some time. With that said, every PEO offers different services, and some may be a better fit than others. Do your research and ask questions to grasp a better understanding of each business.

    Step 3 – Cost And Value

    PEOs are dedicated to helping businesses grow, so we understand the commitment involved in a partnership. However, having already worked with a PEO, you understand the value a PEO can offer your business. Most PEOs have an enrollment fee that can run up to a couple of thousand dollars for your company. Consider looking for a PEO that is transparent about pricing. You will most likely have a first meeting with each PEO you are interested in. If they aren’t upfront and honest and can’t give an explanation behind the pricing, that’s a red flag right away. Your costs of doing business may be increased unintentionally due to ineffective HR processes. Decreased productivity, high employee turnover, less impressive employee benefits, and more, are ways your ineffective HR practice could be hurting your bottom line. 

    Step 4 – Partnership Overview

    Since you’ve gathered information about top PEOs you are interested in partnering with, it should be clear which organization you want to work with. It’s important to consider the conversation that will be had with your current PEO about parting ways and switching to another PEO. Your previous PEO may require a written notice of termination – a 30-day notice is typical. Create a plan with your team members to ensure a smooth process for the transition of services.

    Your new PEO will provide you with a documented plan of what the partnership will look like. They will show you how the transition and onboarding process will look and how they will get your employees settled in with the new PEO.

    Step 5 – Onboarding

    While PEOs save companies time in the long run, the process of onboarding with a PEO can be time-consuming in the beginning. You must get through the growing pains first before taking advantage of the amazing benefits. There will be multiple steps in the onboarding process consisting of a pre-launch meeting, HR and benefit meetings, and a conversation about payroll. Depending on the PEO you decide on, you should have the option to sign physical documents or submit them electronically if the company is paperless. Once the documents are completed and filed, the implementation process will begin. At the end of the onboarding process, you will have a faster, smarter, and more efficient HR administration process. 

    Find The Right PEO To Help Your Business

    Finding the right PEO to assist with your administrative functions is vital to the success of your business. Managing the many HR functions is the backbone of your business. Researching a variety of different PEOs and choosing the right one can be time-consuming, but in the long run, will provide you with more free time so you can focus on growing your business. A PEO provides you with the administrative support you deserve.

    At GMS, our team of experts works diligently with you and your employees to make your business simpler, safer, and stronger. To learn more about how GMS can benefit your business, contact us today.  

  • Three HR Tech Trends To Implement   

    As the HR technology landscape continues to gain momentum, companies across the country are utilizing the surge of new solutions to more efficiently manage their employees. From learning management systems to applicant tracking – all these exciting offerings make it easier for owners to streamline their employee experience, and, in turn, allow them to focus on the daily tasks of running your business.  

    Check out the top three trends according to our HR experts:

    Trend #1: Applicant Tracking Systems 

    An applicant tracking system (ATS) will transform your hiring process in no time. Here, your company can show what jobs you have open, along with seeing which ones candidates are most interested in. This platform is intuitive enough to show how long it took to get them in the door and accept the job – which is crucial, as the workforce continues to tighten. Moreover, an ATS offers customizable and configurable features, including pre-hire assessments and sourcing of passive candidates. Plus, with integrations on career sites, job boards, and social media, an ATS can get your posting out quickly and effectively.  

    Lastly, consider how an ATS can help you thin out your candidate pool by setting minimum requirements, such as years of experience or education. With the time saved and quality hires gained, the return on investment of an ATS is more apparent than ever.  

    Trend #2: Performance Management Systems 

    A performance management system is vital to developing and improving performance at an organizational, departmental, and individual level. Whether it’s creating notes for a one-on-one meeting, setting objectives and goals, or guiding evaluations, implementing a performance management system allows for transparency and accountability on all accounts.  

    The most important aspect of using a performance management system is how your company is closing the loop with the information learned. Management must rely back on the information gleaned to make informed decisions on compensation such as increases or bonuses, as well as career trajectory and company goals. Just about anything related to human capital management can and should come from your performance management system.  

    The return on investment (ROI) of your performance management system can be calculated through a variety of means – consider tracking the increase of workforce productivity, the cost of reducing your attrition, or simply the time saved. Effective performance management drives business benefits.  

    Trend #3: Learning Management Systems  

    A learning management system (LMS) provides the framework for an organization’s learning and development. The right LMS can help an organization create, manage, share, and track learning programs. Investing in the educational development of your staff helps keep them engaged, which, in turn, helps you retain quality talent – knowing that every time a business replaces a salaried employee it costs them six to nine months’ salary. 

    As a plethora of companies make the leap over to paperless, an LMS can lend a hand in those efforts. Paper can be a big hassle when you need to edit information in a small amount of time. eLearning helps your company’s green initiatives by not reprinting material every time a small change is made. Moreover, quizzes and other learning activities no longer require being printed either. However, there are print options still along the way, such as printing a certificate of completion when an employee completes a training. Perhaps your company isn’t quite paperless but is still working remotely, an LMS provides the classroom experience without actually needing the classroom. 

    According to an article from Cornerstone, training is best understood when it is customized to an employee. Personalized information is one of the most important aspects to consider when wanting everyone to fully understand the information they are being taught. Each department has job-specific knowledge they need their employees to learn, which LMS makes very appealing.  

    As you may know, we are on the verge of what some experts deem “the great employee resignation.” The time is now to show your employees that you are invested in their education and future. By offering continued education through an LMS, you can offer your employees tailored content to help develop them professionally.  

    Our Message: 

    When deciding whether you want to add HR Platforms to your business, it is important to fully understand all the aspects included. We recommend doing your research on which one matches your company’s budget and functions, as this information above was just an overview of a few great ones we recommend. To learn more about how we can help you grow your business and to take advantage of our HR technology, contact us here.  

  • Utilizing A Learning Management System For Your Small Business 

    Whether it’s learning your business model, or transforming your company policies and procedures into a more robust training, a Learning Management Systems (LMS) can help by ensuring your employees receive a uniform experience across the board. E-learning offers many competitive advantages that traditional training can’t always deliver – such as learning at one’s own pace, greater program variety, and of course, progress tracking.  

    Keeping your courses up-to-date has never been so seamless. You can edit the information in one area online and be sure that your employees see the changes in no time. An important fact that eLearning Industry points out is that an LMS provides a more secure platform than hard drives or paper, which helps reduce the risk of losing important data. It is recommended to use this for new hire, quarterly, and yearly training. You can easily track how your team is doing on this platform and see what lessons are difficult for them.  

    A plethora of companies are switching over to paperless for varied reasons that benefit companies. Regarding the LMS platform, paper can be a big hassle when you need to edit information in a small amount of time. eLearning helps your company’s green initiatives by not reprinting material every time a small change is made. Moreover, quizzes and other learning activities no longer require being printed either. However, there are print options still along the way, such as printing a certificate of completion when an employee successfully completes a training.  

    According to this Cornerstone article, training is best understood when it is customized to an employee. Personalized information is one of the most important aspects to consider when wanting everyone to fully understand the information they are being taught. Each department has job-specific knowledge they need their employees to learn, which LMS makes very appealing.  

    According to Mercer Consulting’s trend report, employees want to feel a sense of purpose at work, which understanding your business model can help with. It’s no surprise that many people leave a company because they don’t have an opportunity to learn or grow. Implementing an LMS encourages your employees to continuously grow their skillset while also helping them to understand the business better.  

    As you may know, we are on the verge of what some experts deem “the great employee resignation.” The time is now to show your employees that you are invested in their education and future. By offering continued education through an LMS, you can offer your employees tailored content to help develop them professionally.  

  • What if I told you that you can accomplish all of your HR goals?

     

    You can. You just need to form a few good habits.

     

    Check out my guest blog post on Easy Small Business HR. In it, I explore the ways to make success a habit. Your HR successes help you — and your business — succeed.