Navigating Employment Law Regulations for Your SMB

Navigating employment law regulations can be a challenge to any organization. For small or mid-sized businesses, it can be even more of a challenge. Staying compliant with employment law, labor law, and employment legislation is essential. With the amount of rules, regulations, and laws added or changed, how can you ensure your organization is compliant?

Susan Rider, MS, GBHR, REBC, and Director of Compliance and HR Consulting at HCC lends her expertise to guide you through some of the complex landscape of employment law. From fair pay regulations and EEO compliance to employment contracts, hiring, termination, and employee privacy, the set of rules and guidelines that govern employment can be daunting. Most of these regulations are designed to protect the rights and well-being of employees. They ensure fair and ethical practices within organizations. However, that doesn’t lessen the burdens associated with following them.

Workplace regulations can vary depending on your specific geographic location. Therefore, we’ve provided an overview of some of the more common HR workplace regulations.

Please note: the information provided here may not reflect the most recent updates. Please be sure to consult your local labor laws and regulations for the most up-to-date information.

Let’s explore some of the areas included in employment regulations.

Employment Contracts

HR regulations often require written employment contracts or agreements that outline the terms and conditions of employment. These can include job responsibilities, compensation, working hours, leave entitlements, and termination procedures.

Equal Employment Opportunity

Workplace regulations prohibit discrimination based on factors such as race, color, religion, sex, national origin, age, disability, or genetic information. These regulations typically cover various stages of employment, including recruitment, hiring, promotion, training, and termination.

Minimum Wage

Many states have regulations that set a minimum wage. It’s the lowest hourly or monthly rate employers must legally pay their employees. The purpose is to ensure a fair minimum level of compensation for work performed.

Working Hours

HR regulations often establish limits on working hours to prevent exploitation and protect employee well-being. These regulations may define standard working hours, overtime compensation rates, rest breaks, and limitations on consecutive workdays.

Leave Entitlements

Workplace regulations typically include provisions for various types of leaves. These can include annual or vacation leave, sick leave, maternity/paternity leave, and bereavement leave. The regulations often specify the minimum amount of leave an employee is entitled to. They can also outline the conditions for taking and accruing leave.

Health and Safety

HR regulations prioritize employee health and safety by mandating employers provide a safe and healthy work environment. This includes guidelines for workplace hazard assessments, training programs, emergency preparedness, accident reporting, and the provision of personal protective equipment (PPE).

Privacy and Confidentiality

Workplace regulations often require employers to protect employee privacy and maintain the confidentiality of personal information. This includes handling sensitive employee data, ensuring data security, and obtaining consent for collecting and using personal information.

Anti-Harassment and Anti-Bullying

Regulations typically prohibit workplace harassment and bullying, including unwelcome behavior based on factors such as race, gender, religion, or disability. Employers are often required to establish policies, procedures, and complaint mechanisms to address and prevent such behavior.

Termination and Severance

HR regulations often outline procedures for terminating an employee’s employment, including notice periods, severance pay, and the reasons for lawful termination. These regulations aim to ensure fair treatment and protect employees from unjust dismissals.

Collective Bargaining and Trade Unions

Some regulations protect employees’ rights to form or join trade unions, engage in collective bargaining, and participate in industrial actions like strikes. These regulations establish employers’ and employees’ rights and obligations regarding labor relations.

These are important areas of employment regulation to which businesses must understand and comply. There are, however, three areas that most commonly create challenges for smaller employers. We’ll focus more closely on those big three challenges.

3 Big Challenges With HR Compliance

Termination of employment, tracking of hours, and the importance of privacy and confidentiality all deal with the human side of HR compliance. These can be challenging due to the nature of human behavior and the world we live in today. When situations like these crop up, the biggest priority is documentation that supports the challenge or opportunity. Organizations must be fair and consistent throughout all aspects of the employee lifecycle because it helps mitigate risk later.

Avoid Issues During Termination of Employment (Document, Document, Document)!

One of the biggest areas where employers have exposure is in the termination of employment. Termination of employment refers to the end of the employment relationship between an employer and an employee. In these instances, employers must have documented an employee’s progress (or lack thereof) throughout their employment with the organization. Effective documentation better protects an employer in the case of termination, especially if it is involuntary. Two key things to do prior to the termination are to contact your employment practices liability (EPLI) carrier and contact your attorney if you believe the individual may dispute the termination.

Many supervisors are untrained about how to document performance issues appropriately. This documentation should have a standard format written factually, without emotion. Spelling and grammar should be reviewed. HR should review it prior to sharing documentation with the employee. Often, the proof associated with the employee’s lack of performance or violation of company policy is excluded from the document. This can be a big misstep. Including that proof in the documentation is very important.

Employment laws govern the process and conditions under which termination can occur. Here are some key aspects related to the termination of employment:

At-Will Employment

In many countries, including the United States, employment is presumed to be at-will, unless otherwise specified. At-will employment means that either the employer or the employee can terminate the employment relationship at any time, with or without cause or notice, as long as it doesn’t violate any other laws or employment contracts.

Termination with Cause

Termination with cause refers to the termination of an employee due to a significant violation of employment terms or misconduct. Common grounds for termination with cause include gross misconduct, insubordination, theft, dishonesty, repeated policy violations, or workplace violence. If terminating an employee for cause, employers must follow the appropriate procedures and document the reasons for the termination.

Termination without Cause

Termination without cause occurs when an employer decides to end an employment relationship for reasons that are not related to the employee’s performance or conduct. Employers may choose to terminate employment without cause for various reasons. These can include restructuring, downsizing, economic factors, or changes in business needs. In such cases, employers may be required to provide notice or severance pay, as mandated by employment laws or employment contracts.

Notice Period

Employment laws often require employers to provide advance notice to employees before terminating their employment. The length of the notice period typically depends on factors such as length of service, seniority, and local employment regulations. Notice periods are intended to give employees time to seek alternative employment and transition out of their current roles.

Severance Pay

Severance pay is a form of compensation provided by an employer to an employee upon termination of employment. It is typically based on the employee’s length of service or other factors. Severance pay may be required by employment laws, collective bargaining agreements, or employment contracts. Severance pay is often provided when employees are terminated without cause or as part of a downsizing process.

Wrongful Termination

Wrongful termination refers to the unlawful or unfair termination of an employee’s employment. It occurs when an employer terminates an employee in violation of employment laws, employment contracts, or anti-discrimination laws. Examples of wrongful termination include terminating an employee based on protected characteristics. These can include race, gender, religion, or in retaliation for whistleblowing or exercising legal rights. Wrongfully terminated employees may be entitled to legal remedies and compensation.

Exit Procedures

Employers often have established exit procedures that outline the steps to be taken when an employee is terminated. These procedures may include collecting company property, returning access cards or keys, canceling benefits, and finalizing paperwork related to the termination.

It’s important to note that employment laws can vary significantly between countries and jurisdictions. Therefore, it’s essential for both employers and employees to consult the specific labor laws and regulations applicable to their region or seek legal advice to ensure compliance with termination process requirements.

Tracking of Hours – the Department of Labor Standard

The Department of Labor (DOL) in the United States oversees various aspects of labor laws, including regulations related to work hours. The DOL sets standards and enforces laws that govern maximum work hours, overtime pay, breaks, and other related issues. Here are some key areas related to work hours regulated by the DOL:

Maximum Work Hours

The DOL regulates the maximum number of hours that employees can work in a given time period. Under the Fair Labor Standards Act (FLSA), most employees in the U.S. are subject to a maximum of 40 hours of work per week. Any hours worked beyond the standard 40 hours are generally considered overtime.

Overtime Pay

The DOL establishes guidelines for overtime pay, which is additional compensation provided to non-exempt employees for hours worked beyond 40 in a workweek. Overtime pay is typically set at one-and-a-half times the employee’s regular hourly rate. However, some exemptions exist for certain job categories or industries.

Breaks and Meal Periods

The DOL outlines regulations regarding breaks and meal periods. While federal law does not mandate specific breaks, it requires employers to provide reasonable break time (typically 10-20 minutes) for employees covered by the FLSA to use the restroom or express breast milk. Some states have additional requirements regarding meal and rest breaks, so it’s important to consult state-specific labor laws.

Child Labor Laws

The DOL establishes restrictions on the hours and types of work that minors (individuals under 18 years of age) can perform. These regulations aim to ensure that young workers are protected from hazardous or exploitative conditions. Child labor laws define permissible work hours, types of jobs, and age restrictions for different industries.

Family and Medical Leave

The DOL administers the Family and Medical Leave Act (FMLA), which provides eligible employees with job-protected leave for certain family and medical reasons. FMLA allows eligible employees to take up to 12 weeks of unpaid leave within a 12-month period for reasons such as the birth or adoption of a child, caring for a family member with a serious health condition, or their own serious health condition.

Recordkeeping

The DOL requires employers to maintain accurate records of employees’ work hours, wages, and other related information. This includes records of hours worked each day, total hours worked in a workweek, and overtime hours. Employers must also keep records of any deductions from or adjustments to employees’ pay.

It’s important to note that labor laws and regulations can vary at the state and local levels in the U.S., and some industries may have specific rules or exemptions. Therefore, it’s advisable for employers and employees to consult the DOL’s official website or seek legal guidance to ensure compliance with specific work-hour requirements applicable to their jurisdiction and industry.

The Importance of Privacy and Confidentiality

Privacy and confidentiality are important considerations when it comes to human resources matters, including termination of employment. Here are some key points related to privacy and confidentiality in the context of termination:

Employee Privacy

Employers have a responsibility to respect and protect the privacy of their employees, including during the termination process. This means handling employee information and records in a confidential manner and only sharing relevant information with authorized individuals who have a legitimate need to know.

Confidentiality Agreements

Employers may require employees to sign confidentiality agreements as a condition of employment. These agreements typically outline the employee’s responsibility to keep company information confidential, including sensitive HR matters. Violation of such agreements may result in disciplinary action or legal consequences.

Privacy Laws

Depending on the jurisdiction, there may be privacy laws that govern the collection, use, and disclosure of personal information, including employee information. Employers must comply with applicable privacy laws and ensure that personal employee information is handled appropriately, including during the termination process.

Termination Meetings

When conducting termination meetings, employers should ensure that they are held in a private and confidential setting to protect the employee’s privacy. Only individuals directly involved in the termination process and those with a legitimate need to know should be present.

Notification of Termination

When notifying other employees or stakeholders about an employee’s termination, it’s essential to maintain confidentiality and respect the privacy of the terminated employee. It’s generally advisable to limit the disclosure of details surrounding the termination to those with a legitimate need to know, such as HR team members or supervisors directly involved in managing the transition.

Document Security

Employers must safeguard employee records and documents related to termination. This includes securing physical files and implementing appropriate electronic security measures to protect against unauthorized access, loss, or disclosure of sensitive information.

Data Protection

Employers should comply with data protection laws when handling employee information, including during termination. This may involve obtaining employee consent for the collection and processing of personal data, ensuring the secure storage and transmission of data, and implementing appropriate data retention and disposal practices.

Exit Interviews

If conducting exit interviews with departing employees, employers should ensure that the information shared is treated confidentially and used for internal purposes only. It’s important to assure employees that their feedback and concerns will be handled discreetly and that their privacy will be respected.

It’s essential for employers to consult applicable privacy laws, employment contracts, and legal counsel to understand the specific requirements and obligations regarding privacy and confidentiality in their jurisdiction. This ensures that termination processes align with legal and ethical standards, protecting the rights and privacy of both terminated employees and the organization.

Reliable Sources

When seeking information and sources for employment law, there are several reputable resources you can consult in addition to your corporate counsel.

Here are some commonly relied-upon sources for employment law:

Government Agencies

Government agencies responsible for labor and employment matters provide valuable information and resources on employment law. In the United States, the primary agency is the U.S. Department of Labor (DOL), which oversees federal labor laws and regulations. The DOL’s website offers comprehensive information on various employment-related topics, including laws, regulations, compliance guidance, and enforcement initiatives.

Official Legislation and Regulations

Statutes and regulations enacted by legislative bodies are the primary sources of employment law. These can be accessed through official government websites. For example, in the United States, federal labor laws are available on the U.S. Code website.

Employment Law Books and Treatises

Legal publications dedicated to employment law provide in-depth analysis, interpretations, and commentary on various topics. Some recommended books include “Employment Law: A Guide to Hiring, Managing, and Firing for Employers and Employees” by Lori B. Rassas, “Employment Law in a Nutshell” by Mark A. Rothstein, and “The Employer’s Legal Handbook” by Fred S. Steingold.

Professional Associations and Organizations

Professional associations and organizations related to employment law often provide resources, publications, and educational materials on current legal issues and developments. Examples include the American Bar Association (ABA) Labor and Employment Law Section and the Society for Human Resource Management (SHRM).

Employment Law Blogs and Websites

Numerous legal blogs and websites focus on employment law, offering articles, analyses, and updates on legal developments. While not a primary source of law, they can provide insights and practical information. Some notable employment law blogs include “Employment & Labor Insider” and “Employment Law Matters”.

A Final Word About Employment Law

Navigating employment law regulations can be a complex endeavor for any organization, but it’s essential to ensure compliance to protect both your employees’ rights and your organization’s reputation. Understanding key areas of employment law, documenting termination processes meticulously, tracking hours in accordance with DOL standards, and maintaining privacy and confidentiality are crucial steps to achieving HR compliance.

At Human Capital Concepts, we are committed to helping your business stay compliant with employment regulations. By staying up-to-date with the latest legal developments and best practices, we provide expert guidance to navigate the ever-changing landscape of employment law. Remember, compliance not only helps you avoid legal trouble but also fosters a positive work environment and promotes the well-being of your most valuable asset—your employees.