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Human Resources Policies Required by Law

There are various human resource laws that businesses must abide by when managing human resources, such as federal and state regulations that protect employee rights. Failure to do so may result in fines, penalties and even legal proceedings for companies.

HR policies are an invaluable asset to any business, as they establish a consistent way for managers and employees to address personnel management issues. Well-written HR policies may even help prevent HR legal issues that threaten to jeopardise its existence – keeping your employees safe as you keep the doors of your organization open!

Employee classifications

Employee classifications are vitally important to compliance with labor laws and protecting employees’ rights. They determine an employee’s employment status and eligibility for benefits. For instance, unpaid interns might be considered volunteers; however if they perform similar work as full-time employees with payments made for their time then they should be classified as employees instead of volunteers to avoid legal consequences such as fines and penalties. Your business should create a policy outlining clearly all types of employee classification types to ensure maximum efficiency and compliance.

This policy should also establish guidelines for exempt and non-exempt workers, since different tax obligations apply to them. Failing to follow these guidelines could result in unpaid taxes and penalties from the IRS, harming a company’s reputation and making attracting top talent more challenging. Thankfully, software solutions exist which can keep your business compliant with labor regulations; such tools automate payroll processing and manage employee data in one central place for greater time- and cost-efficiency.

Leave policies

Leave policies are vital tools in protecting organizations against legal issues related to time off for vacation, sick leave and other types of leave. A leave policy provides rules and procedures regarding vacation time off as well as managing leaves in accordance with regional laws. Employees and managers need clear expectations in their policies in order to be compliant. Furthermore, having these in place helps shield organizations against possible misclassification issues related to workers who take off sick.

Employees may require time off due to health reasons, such as surgery or pregnancy. Your company should allow this unless it causes undue hardship for the business. In addition, bereavement leave may be beneficial.

Your leave policy must also stipulate that employees may not be forced to use accrued vacation or sick days, but must contact their immediate manager regarding medical needs and when they will return. Any information obtained as a result of a leave request must also remain confidential.

Payroll procedures

Payroll procedures are guidelines that define how your business processes employee wages. While each payroll procedure will differ based on company policies and local and provincial laws, these processes will help safeguard employee wages as well as protect your company’s reputation.

For instance, your policy might address the minimum hours an employee must work. Additionally, it will define when employees may take breaks and whether or not they must clock in/out to work their shifts; overtime work should also be addressed within this policy.

HR leaders must also include policies that foster a positive workplace culture, such as those related to discrimination and harassment, that reflect your company’s respect for diversity while simultaneously encouraging high performance and commitment among staff members.

Notably, these policies will not only assist with compliance with regional laws but will also give you tools for effective management of staff. Perhaps introducing a performance evaluation system as part of their policies might reward good work done by employees.

HIPAA privacy rules

HIPAA is a set of regulations designed to safeguard individuals’ medical records and other individually identifiable health information (PHI). It applies to healthcare clearinghouses, providers and plans that conduct certain transactions electronically as well as any organization receiving or transmitting these records electronically. Covered entities must grant patients and their personal representatives access to PHI upon request unless there are permissible grounds for denial.

HIPAA Privacy Rule grants individuals access to their own health information and, if desired, correct it – though access may incur fees for laborious searches, retrievals and preparation of records prior to disclosure.

Repositories of clinical data and biospecimens can be an invaluable resource for research in many disciplines, but their maintenance costs can be prohibitively expensive for institutions. Therefore, many are unwilling to participate in studies that require them to create or use such repositories due to this expense, hindering our ability to quickly address new scientific questions as technology and knowledge advances.

Social media policies

Most employees understand the importance of not sharing confidential or company-related material on social media; however, sometimes it’s impossible to control what employees share; accidentally sharing negative comments can damage a brand. Therefore, it’s essential to create a social media policy which includes legal compliance requirements as well as marketing restrictions in order to minimize damage to a brand’s name and reputation.

The policy should also contain a section on security best practices, outlining who will be accountable for maintaining the system and what procedures must be followed if there is a breach. Furthermore, this part should specify who can run official social media accounts as well as the types of posts that they can make on them.

Social media cannot stop employees from discussing their job on social media, but it is essential that employees limit how long they spend there. Furthermore, employees should be reminded that their actions could harm the reputation of their company and may result in disciplinary measures being taken against them.

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