By Kate Devine-Elkins
As an HR manager, the last year has put you in some uncharted territory. And this likely continues today as many employers switch to a more remote workforce for the foreseeable future and in many cases indefinitely.
HR Teams Are Rethinking How They Attract Talent
As many organizations expand from traditional local hiring practices to accessing the nationwide talent pool, HR managers are met with additional challenges. Competition is increasingly fierce when it comes to attracting and retaining employees all at a time when too few workers may be available. Many HR teams are forced to completely rethink how they attract, retain, and manage their talent. As you continue to navigate through these changing times there are three things you should consider when it comes to your hiring in a post COVID-19 world.
1. Monitoring Federal and State Requirements
In 2020 the United States Department of Labor issued guidance around postings and notices for remote workers in response to COVID-19. In addition to the federal posting challenges there are state mandated new hire notices and postings that must be presented. For many employers these notices are for locations in which they may not have had a presence until now. This can be a very daunting task for HR teams to monitor and put into action as forms can be added or modified at any time.
2. Remote Employees Can Mean New State Requirements
Many states and local governments have enacted legislation that require notice be provided to employees whose worksite is located in their specific state or municipality. In the case of a remote employee, that worksite is their home which can generate presence for that employer in a new state or municipality.
Many of these notices are required at the time of hire and in some cases can also be required to be re-presented each year of their employment or at the time of a triggering event. Some examples of a triggering event are:
at the time of pregnancy,
or when a change in pay is coming just to name a few.
These notices in many cases can carry a fine for non-compliance which can add up quickly as multiple employees are hired in a given area.
3. Failure to Provide Required Notices Can Increase Risk
An even bigger issue can occur if a lawsuit is filed that involves these specific employee rights. Failure to notify an employee of their rights can result in the inability to use certain defenses.
What can you do to help make sure applicable notices are being provided?
Review state and local legislative websites for applicable required forms to be presented to new hires and current employees.
Ensure these notices are the most current each time you present them to a new hire or employee.
Provide the notices as required to all applicable employees within the locality in a timely fashion.
Maintain the signed notices in the employees records.
Streamline Your State Employee Notices
While much of this may seem intimidating, it doesn’t have to. Imagine how much more time you would have to complete day-to-day tasks if you did not have to worry about tracking, updating, and sharing state required documents.
You can better stay on top of changing state required new hire notices and help you get the right form to the right employee at the right time with the the State Onboarding Compliance Solution from Equifax. Contact us to request a demo so you can see how this service can help simplify your onboarding form processes.
The information provided is intended as general guidance and is not intended to convey any tax, benefits, or legal advice. For information pertaining to your company and its specific facts and needs, please consult your own tax advisor or legal counsel. Links to sources may be to third party sites. We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.