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Like it or not, human resources compliance is an issue for companies, especially as we face ACA requirements.  An array of legislation and regulations impact various industries, so any business caught unaware of its obligations can expect problems. The best way to address HR responsibilities is to consider compliance as a business process – much like your other operations processes. An HR compliance program is most effective when it’s firmly embedded in company strategies, rather than just an afterthought. Incorporate these six key steps to ensure compliance is a priority for your entire team.

HR Compliance

  1. Educate Yourself: Laws that impact your HR policies change constantly; plus, these regulations are enacted at various levels of government – including federal, state and local municipalities. It’s important to keep current with all laws that affect your workplace so you can make adjustments to operations and communicate the right messages to employees.
  1. Maintain an HR Policies Manual: If you don’t already have a handbook for employees as part of your HR compliance program, create one that complies with all current laws; if you do, make sure to review the contents frequently to ensure it’s up to date. Your HR Policies Manual should be flexible to accommodate expansion and new regulations as necessary.
  1. Train Your Team: Make sure your managers have the tools to handle daily interactions with employees, including a walk-though of your HR Policies Manual. Make it clear that they are responsible for upholding the standards you expect for all employees. Train non-managerial employees as well, ensuring they’re aware of do’s and don’ts in the workplace. Provide periodic re-training sessions on your HR Policies Manual to make them aware of important details and updates.
  1. Keep Your Ears Open: An HR compliance program requires two-way communication – not just owners and managers telling employees about policies. Listen to your team to get a better grasp of compliance issues and how to address them. The more you know about potential risks, the more prepared you are to eliminate them.
  1. Provide Feedback: When your employees are meeting expectations with respect to HR policies, let them know that you appreciate their work. Remind them of the importance of your HR compliance program as part of overall business objectives. If necessary, identify weaknesses where improvements can be made and stress the consequences of violations of your policies.
  1. Partner with an HR Management Solutions Provider: It can be exhausting to stay on top of all laws and rules impacting your business, which is why it’s wise to consider working with a workforce management solutions provider for support. By managing routine tasks, you’re less likely to fall out of compliance due to human error.

These six key steps are critical, but there may be others to focus on depending on your industry and company needs. Paypro is the developer of an easy-to-use, cloud-based solution that streamlines HR requirements and ensures your company remains in compliance with all legal matters. Please contact a specialist for more information.