“I love to clean” -said LeiLani, never...ever...EVER. LOL!
Okay, okay I know some of you love to clean. Me? Heck no. I’m actually allergic to it (well to dust) and chemicals give me asthma. But what I do love is helping you clean up your HR world. Here’s some quick tips on how to do some spring cleaning the be the change HR way.
“Clean” Employee Files
Did you know you shouldn’t keep your I-9s and any type of medical or workers comp information in the same employee file? Pull all your I-9s out and put them in one file together (that means your entire company’s I-9s) and pull all your medical information and put them in a separate employee “medical” file. BTW...you should mark your terminated employee’s I-9s for destruction. It’s a wacky formula on how to do so and you kind find it here.
“Scrub” those I-9s
Inaccurate or missing I-9s can make a huge financial mess for you (or even get you into criminal trouble). I know we aren’t all I-9s experts but what you can do is educate yourself on how an I-9 should be properly filled out and then do an audit on your I-9s.
Here’s the I-9 educational video: https://www.youtube.com/watch?v=aJayrkP1qPo
Go through your I-9s and make sure no information is missing, that they are signed and dated properly, that all sections are done correctly. If you find mistakes, not worries, cross out the incorrect info, correct it and initial it. Too many errors or really bigs ones? Redo the form and attach it.
You can find more details on how to do this here.
“Organize” your Pay Stubs
You ever heard of PAGA? Yeah...it’s the ambulance chasing attorney’s way of shaking you down for some easy money and one way they do it is saying your paystub doesn’t have the info it needs. $50 for the first violation, $100 for each thereafter...up to $4000 per employee. That’s banana sandwich! So let’s get you organized and make sure you have these ten things on your paystub:
The employee's gross wages earned.
The total hours worked by the employee (unless the employee is exempt from overtime).
The number of piece-rate units earned, if applicable.
All deductions made from wages.
Net wages earned.
The pay period beginning and end dates.
The employee's name and only the last four digits of his or her Social Security number (or an employee identification number other than a Social Security number).
The name and address of the legal entity that is the employer (they’ll penalize you if it’s not exact).
All applicable hourly rates in effect during the pay period and the corresponding number of hours the employee worked at each hourly rate.
How many hours of sick pay they have available.
Hire a “Housekeeper” to Clean up your HR
That could be me but please never ask me to actually clean. I’ll give you a dirty look. An HR Pro can come in and do a full audit to help you understand what actually needs to be “clean-up” to ensure your up to 2019 compliance standards and even give you strategies for your growing business and HR program.
Happy spring HR cleaning everyone!