HR legal compliance is fundamental for businesses. HR policies dictate how your business operates, from employee recruitment to creating a safe work environment. Proper safeguards ensure that your business and your employees remain protected, positioning your organization for growth.
Let’s look at some of the compliance procedures you want to have in place for businesses and how you can create effective procedures for maintaining HR legal compliance.
Core HR Policies Every Company Needs
For HR legal compliance, your organization must carefully consider the importance of maintaining an HR compliance checklist. Knowing which policies and procedures apply to your business will help you create an effective strategy for business operations. Here are a few key HR policies every company should have to protect the organization.
- Define the type of employment you will offer and how you will classify employees. This means legally defining yourself as an at-will employer (which means that employees can quit and employers can fire without giving a reason). Classifying employees’ roles as part-time or full-time will impact benefits packages and other aspects of employment contracts.
- Establish your policies for maintaining an anti-harassment and non-discrimination environment. Regulations require employers to have policies that abide by federal and local guidelines in these areas, including having measures for reporting and evaluating problems. Along the same lines, you need to know how you will set up reasonable accommodations for your employees so you can have an inclusive workplace.
- Established your policies for tracking leave and time off. Know your policies on PTO, timekeeping and how you will process payments.
- You need to outline policies for the health and safety of employees, including how you will abide by any applicable OSHA regulations.
- In the age of digital communication, you also need policies on areas such as remote work and digital usage by employees. This includes the safety precautions you take to protect data and abiding by any data protection laws you are subject to (such as HIPAA).
Developing Effective Procedures
Effective HR policies will outline the expectations of the business and the potential consequences in writing. This ensures equal treatment among your employees and provides you with procedures and steps that keep you compliant with state and federal regulations.
To effectively implement your new policies, you must go through a careful process.
- The first step will be to work with the HR team to determine what policies need development or editing.
- Employees need to receive adequate training related to the new regulation.
- You need to abide by your predefined consequences and enforcement so that your business remains protected from lawsuits.
Regular Review and Update of Policies
As you develop your policies, you will need to regularly review the applicable laws to update your HR policies in accordance with new laws or regulations. These changes might seem subtle and might not receive much promotion, but your policies must reflect them nonetheless. Remaining on top of these changes is critical to writing effective policies.
Utilizing Technology in Compliance
Fortunately, businesses like yours have access to modern HR technology, which can simplify the complicated processes involved in tracking compliance. These tools can help with processes such as:
- Tracking compliance with various measures
- Automating policy management
- Maintaining compliance with regulations over time
Incorporating these tools into business operations simplifies the entire process for many HR departments.
Legal Expertise and Consulting
Maintaining compliance with these perpetually shifting laws and regulations creates a difficult dilemma for many businesses. These laws often contain various legal complexities dictating how businesses must respond to challenging situations. For those who have not dedicated their careers to studying the law, interpreting these clauses and understanding what different updates and revisions mean for an individual business can feel confusing and overwhelming.
Working with legal experts who specialize in business policies often works best. These experts can review your HR policies to ensure they are legally sound and comprehensive. They can help you draft effective policies for your business.
Conclusion: Maintaining HR Legal Compliance
To protect your business and your employees, your organization must ensure you remain compliant with all the laws and regulations that apply to business operations. HR legal compliance helps protect your business from lawsuits and creates a positive environment for your employees. As your business maintains a good reputation with your employees, you can also build your business perception and improve your brand as well.
For many professionals, however, understanding the complexities of the laws surrounding HR policies and how they change over time can feel overwhelming. Working with legal professionals who can help you monitor these changes and review your existing policies can add a layer of protection. Their consultations will improve your understanding of the applicable laws and how your business can set itself up for growth.
Ensure that your HR policies are up-to-date and legally compliant. Contact ASAP Payroll for comprehensive HR consulting services tailored to keep your business protected and compliant.
