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How would your company rate if its policies, procedures, and personnel files were audited right this very minute?
Even small companies need to conduct audits of their
HR policies, procedures, and personnel documents. Triton HR takes the stress out of developing and managing performance policies with our sample HR policies, templates on employee performance evaluation, performance appraisal software, sample HR letters, sample job descriptions and tools for training meetings.
Companies of all sizes are subject to federal and state wage and hour laws, laws related to safety, workers compensation and unemployment insurance, and state and federal laws related to tax withholding. Triton HR provides useful t
ools to manage performance policies including:
performance appraisal software, sample HR letters, templates on employee performance evaluation, sample HR policies, sample job descriptions and tools for training meetings.
Many of the posting and recordkeeping requirements apply to all employers regardless of size. Michael Fishberg, a partner at the law firm of Brown Raysman Millstein Felder & Steiner, recommends the following steps for conducting an audit of personnel files and related documents:
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Review personnel files to make sure the basic employment documents have been retained, e.g., signed employment applications, offer letters, authorizations for background checks, signed employment agreements, employee handbook acknowledgments, signed noncompetition agreements, copies of all performance evaluations, documentation relating to any disciplinary action, records related to training, records related to pay increases, promotions, or transfers, and separation agreements and paperwork.
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Review medical files to make sure copies of any medical records or FMLA paperwork have been retained and are kept in separate, confidential files.
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Audit I-9 forms to make sure there is a completed form on file for each employee.
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Review job descriptions to make sure they are up to date and accurately reflect current duties and job requirements.
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Review FLSA designations to make sure jobs are properly classified as exempt or nonexempt and employees are paid accordingly.
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Consider what laws apply (e.g., Title VII applies to employers with 15 or more employees and the FMLA to employers with 50 or more employees) and whether changes in the company might mean there are additional laws to consider.
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Review the employee handbook and/or personnel policies at least annually to make sure they are up to date.
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Check to make sure the
required notices are posted in the workplace and that the most recent information is posted, e.g., has the minimum wage in the state changed recently requiring a new poster.
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Review forms such as
employment applications, authorizations for background checks and/or drug testing, employee handbook acknowledgments, COBRA notices, FMLA notices, forms related to benefits, etc. to make sure they are up to date and comply with the law.
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Audit performance evaluations and other performance-related documentation to make sure they are completed in a timely manner for all employees.
This sounds like a lot of work and it is. However, the investment of time and energy in making sure the company has the policies, procedures, and documents it needs to manage employees and the business, and to defend itself if a complaint or lawsuit is filed, is well worth the effort.
For useful
tools to manage personnel policies including performance appraisal software, templates on employee performance evaluation, sample HR letters, sample HR policies, sample job descriptions, and tools for training meetings,
call Triton HR today at (866) USTRITON. |
