best practices employee relations webinar slidedeck
TRANSCRIPT
5 Best Practices for Compliant and Consistent Employee Relations
March 26, 2013
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Housekeeping
• This webinar is approved for 1.0 hours of recertification credit.
• You MUST attend for the entire 60 minutes to receive credit.
• Emily Lewis ([email protected]) will email you the program id # within 24 hours.
• The webinar is being recorded and the slides and recorded presentation will be emailed to you as well.
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Who is Dovetail?
• Delivers SaaS-based HR Case Management & Help Desk solutions
• Helps HR pros better communicate with each other & employees
• Supports HR Pros through education and technology
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Dwane Lay, SPHR Head of HR Process Design
Dovetail Software
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Today’s Speakers:
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Mike Haberman, SPHR Consultant & Co-founder
Omega HR Solutions
@MikeHaberman
What We’ll Cover
• Meeting the need of Federal statutes
• Why documentation is important
• How documentation will get you in trouble
• What is necessary for good documentation
• What tools can be used
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“I would prefer to have one page of documentation rather than 10,000 words of testimony” - said by an Employment Law Attorney
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Bane and Blessing
Documentation is both a bane and a blessing for HR. Difficult to get people to do it, but it is preferred by attorneys and believed by judges and juries.
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Why documentation is good
Helps you meet the requirements of Federal Statutes
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What is needed under the ADA
Applications for hiring
Requests for accommodation
Record of interactive discussions on requested accommodation
All records pertaining to promotion, demotion, transfer,
lay-off or termination, rates of pay or other terms of compensation, and selection for training or apprenticeship for one year after making the record or taking the action described
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What is needed under the FMLA
Dates FMLA leave is taken
Leave must be designated in records as FMLA leave
Hours of the leave if less than 1 full day
Copies of employee notices of leave furnished to the employer under FMLA
Copies may be maintained in employee files
Documents (including written and electronic records) describing employee benefits or employer policies
Premium payments of employee benefits.
Records of any dispute between the employer and an eligible employee regarding designation of leave as FMLA leave
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What is needed under the FLSA
Employee's full name and social security number
Address, including zip code
Birth date, if younger than 19
Sex and occupation
Time and day of week when employee's workweek begins
Hours worked each day
Total hours worked each workweek
Basis on which employee's wages are paid (e.g., "$9 per hour", "$440 a week", "piecework")
Regular hourly pay rate
Total daily or weekly straight-time earnings
Total overtime earnings for the workweek
All additions to or deductions from the employee's wages
Total wages paid each pay period
Date of payment and the pay period covered by the payment
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What is needed under OSHA
OSHA logs 300/300A
Training logs
First report of injury
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Why documentation is good
“The palest ink is better than the best memory.”
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Why documentation is good
Helps knowledge retention.
You do not need to have the original parties to have a recollection of the event or conversation.
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Why documentation is good
Provides the legal documentation needed to defend the company in a lawsuit
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How documentation will get you in trouble
Emails and memos that show you knew you were doing something wrong.
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How documentation will get you in trouble
The supervisor’s “secret file” that HR didn’t know about.
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How documentation will get you in trouble
Statements that show bias against a protected category
“Due to his age John seems to be slowing down a bit.” “Her pregnancy has her distracted.”
“Fred gets around well for someone missing one leg.”
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The Four Steps Necessary for Good Documentation
1 • Definitions everyone understands
2 • Training for everyone on
documentation
3 • Consistent application
4 • Consistent timeliness
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Tools
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Case Management
Sensitive Case Safeguards
Sensitive Note Safeguards
Documentation Process
• Who owns it?
• Who tracks it?
• Who does it?
• Who reviews it?
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Congratulations!
You’ve earned 1.0 hour of general
recertification credit
Your program ID will be emailed to
you within 24 hours.
The use of this seal is not an endorsement by the HR Certification Institute of the quality of the program. It means that this program has met the HR Certification Institute's criteria to be pre-approved for recertification credit.
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What’s Coming!
HCI Webinar: How to Run HR Shared Services Like a Thriving Business
• April 24th – 12pm EDT
• Panel Discussion
• Hosting Jointly with cFactor
• 1.0 hour of HRCI Recertification Credit
• Register at www.dovetailsoftware.com/hr-webinars
Ebook: 5 Essentials for Making HR Service Delivery Look & Feel Effortless
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Thank You
Dovetail Software
(800) 684-2055
@dovetail
dovetailsoftware.com/dovetailconnectblog
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