BLOG

Filter By:

Sneaky HR Tasks Eating Your Time (and How to Fix Them)

It’s time to tackle those sneaky HR time thieves and take back your calendar. Here’s how.

IT’S HERE!

Your FREE HR Checklist

Here’s your checklist of important tasks related to payroll, benefits, compliance, and general HR.

These tasks shouldn’t take up your workweek. But when systems fall short, they do. If you’re a small or mid-size business owner or HR leader, you probably didn’t get into this role because you love tracking down time-off requests, chasing signatures, or answering the same benefits question 14 times.

And yet… here we are.

Studies show that small business owners spend about 16 hours (or two full days) per week on HR-related administrative work.

Most businesses lose valuable time to the slow drip of small, repetitive “this will only take a minute,” tasks that quietly eat up the workweek. Add them up, and suddenly your strategic HR goals, like recruitment, retention, and leadership development, get pushed aside.

Here are some of the most common areas that may be draining your time.

Time-Consuming HR-Related Tasks

They seem small. But over time, these tasks drain your attention, your energy, and your progress.

1. Repetitive Tasks and Rework

Every time you hunt down a missing signature or resend login details, you lose time you could be using elsewhere. The common offenders? Answering the same employee questions over and over:

“How do I add my baby to insurance?”
“When do benefits start?”
“How many PTO days do I have left?”

Sound familiar?

Individually, these are quick answers. Collectively? They’re a constant interruption machine. When you stop to respond, you lose focus, break momentum, and push higher-value work further down your list.

🛠️ How To Fix It: Uncover the pain points. Which areas are bogging down the process due to repetition? Where can you create a self-service culture? This can mean establishing a simple internal HR hub (in your intranet, shared drive, or HR platform), short FAQs on benefits, PTO, payroll timing, and onboarding, or short videos that walk through routine processes.

Then, train employees to go there first. When someone asks a repeated question, send the link along with your answer. Over time, behavior shifts. HR becomes a source, not a help desk.

2. Correcting Payroll Errors

The latest software makes running payroll seem easy, but if something goes wrong, the liability is still yours. Miscalculating pay, outdated tax information, and manually tracking time off are time-consuming to fix, hard to catch, and expensive if you don’t, not just in terms of costs but also in lost time and eroded trust among your workers.

🛠️ How To Fix It: Automate what you can. Look for tools that let employees request time off directly, route approvals to managers, automatically update balances, and sync with payroll.

When automation handles the basics, HR shifts away from data entry to policy guidance. You’ll still handle exceptions, but you won’t be stuck crunching numbers late at night.

Or leave it to the experts by outsourcing payroll to an IRS-certified PEO. A PEO can simplify the payroll process with a cloud-based payroll portal for employers, online employee access to pay stubs, W-2s, benefits info, employee handbooks, and secure, paperless direct deposits. They can also take care of onboarding, payroll taxes, IRS deposits, benefits administration, compliance guidance, and provide HR support.

3. DIY Compliance Monitoring

Labor laws change constantly. Posting requirements update. Salary thresholds shift. Leave laws multiply. Keeping up with shifting deadlines, state-level compliance requirements, and studying the IRS’s recently updated guidance under the One Big Beautiful Bill Act. Trying to monitor all of this yourself is not only time-consuming – it’s also stressful.

One misstep can be costly. In 2025, the Department of Labor’s Wage and Hour Division recovered more than $259 million in back wages for nearly 177,000 employees. That’s an average of $1,465 per worker (the most since 2019).

🛠️ How To Fix It: Don’t carry compliance alone. Get expert help by partnering with a professional. Whether it’s through a PEO, outside counsel, or a compliance partner, get support that keeps you updated on requirements that apply to your business.

You’ll need advice on tricky employee situations, alerts on multi-state regulatory changes, new pay transparency rules, evolving paid leave requirements, changing wage-and-hour laws, new employment-related laws on AI, and much more.

🚀 Pro Tip: Stay compliant with our HR Checklist covering the latest updates and deadlines related to compliance, benefits, payroll, and general HR that you need to take care of each quarter. Download your free HR Checklist ➡️ HERE

4. Updating Employee Data in Multiple Places

Name changes. Address changes. Promotions. New pay rates. If you’re entering the same update into payroll, benefits, retirement platforms, and internal trackers, you’re doing triple-plus work and increasing the chance of errors.

🛠️ How To Fix It: Integrate your systems, invest in HR technology, or work with a PEO. A unified HR platform can help connect payroll, benefits, time tracking, and employee records, among other things.

With better integration, changes flow through automatically. That means fewer entries, fewer errors, and more free time.

5. Handling Every Employee Issue Personally

When you’re the only go-to for every conflict, complaint, or issue, your day gets hijacked fast. Some things absolutely belong with HR. But many could be resolved earlier and better by trained managers.

🛠️ How To Fix It: Upskill your managers by teaching them to give feedback, handle minor conflicts, and document specific issues. This doesn’t remove HR from the process; rather, it elevates the role, moving them from firefighter to advisor.

Stop the HR Busy Work, Amplify Your Impact

Normalizing HR busy work has real consequences, including burnout. Your top performers may feel overwhelmed by constant overtime or pressure to meet demands. It also creates dependence on key team members, making it difficult to delegate when only a few people hold essential knowledge or responsibilities.

Maintaining inefficient processes limits growth, slows project delivery, and prevents your team from focusing on strategic initiatives. 🛠️ How To Fix It: Partnering with an IRS-certified PEO can help. By taking on time-consuming tasks, PEOs help small businesses get back more time to focus on productivity and growth. In addition to saving time, a PEO can also save your business money by identifying inefficiencies, streamlining HR processes, and helping you make critical cost-cutting decisions.

Studies show that businesses working with a PEO:

☑️Grow twice as fast and are 50% less likely to go out of business

☑️Have a 12% lower employee turnover rate

☑️Have an ROI of 27.2 % per year, based on cost savings alone

☑️Experience double the a nnual median revenue growth, with an added 16% increase in profitability

If you constantly feel behind, the fix isn’t more hustle. It’s better tools, clearer processes, and the right support. A PEO can help you stop the small stuff from piling up, so you can invest your time where it matters most. And if you need help, just give us a call at📱 800-446-6567

Find Out What a PEO Can Do for You

If you’re a small to mid-sized business, a PEO can lighten your workload and strengthen your operations. Imagine focusing on growth while experts handle your payroll, taxes, benefits, HR, and compliance.

⬇️Read more about the advantages of working with a PEO in our series:

🔷 HELP WANTED: HR Team or PEO Partner

Investing in an HR team versus partnering with a PEO, which path is best for your small business? As your business grows, managing HR gets complicated – fast.

Should you build your own HR team or explore the benefits of partnering with a PEO? Here’s how to decide which choice best fits your business. ➡️Link #1Link #1Read More

🔷 NEW RESEARCH: More Small Businesses Are Turning to PEOs

Compelling research from the National Association of Professional Employer Organizations (NAPEO) shows that PEOs are helping small businesses scale – a game-changer in 2026.

Working with a PEO isn’t about outsourcing; it’s about upgrading how you manage HR. It’s about investing in smarter growth, happier employees, and peace of mind. In a business world that’s only getting more complex, that’s a benefit worth having on your side. Thousands of successful businesses are already doing it – and the data proves it works. ➡️Link #2Link #2Read More

IT’S HERE!

Your FREE HR Checklist

Here’s your checklist of important tasks related to payroll, benefits, compliance, and general HR.

About Propel HR. Propel HR is an IRS-certified PEO and a leading provider of human resources and payroll solutions for 30 years. Propel partners with small to mid-sized businesses to manage payroll, employee benefits, compliance and risks, and other HR functions in a way that maximizes efficiency and reduces costs. For more information, visit propelhr.com

Featured

The Productivity Playbook: How to Turn Outsourcing into a Strategic Win

Here’s your game plan for turning outsourcing into a winning streak.

IT’S HERE!

Your FREE HR Checklist

Here’s your checklist of important tasks related to payroll, benefits, compliance, and general HR.

Productivity is the secret sauce that separates teams stuck on the sidelines from those with winning streaks. Chances are you’re juggling hiring, compliance, benefits, culture, and about a dozen other priorities . . . all while the clock keeps ticking.

➡️➡️Link #1Link #1Link #1Read More: HR Forecast: What’s Changing & How To Get Ready

Your power play? Outsourcing. When used strategically, it boosts productivity, streamlines operations, and frees you up to focus on what actually moves the scoreboard – your bottom line.

First Quarter: What Productivity Really Means

In HR, productivity isn’t about sprinting faster – it’s about running the right plays at the right time.

True HR productivity means delivering meaningful outcomes with minimal wasted effort. Speed matters, sure, but impact matters more.

Fast hiring doesn’t matter if turnover remains high. Smooth payroll is great . . . unless errors keep forcing replays.

At its core, productivity is about consistent, high-quality execution that supports your business year-round.

Here’s the basic stat line. The fundamental formula HR teams use looks like this: Productivity = Total Output / Total Input.

📤Output: Projects completed, revenue generated, goals achieved

📥Input: Labor hours, number of employees, or financial costs

It’s simple math but powerful when you track the right metrics.

Why HR Productivity Is For Champions

When HR productivity is dialed in, your entire team plays better.

Here’s what that looks like on the field:

🎯Better Employee Experience. Faster responses, smoother onboarding, clearer policies – all retention fuel.

🎯Stronger Compliance Defense. Mistakes lead to fines, audits, and penalties – that’s expensive. Productive HR keeps risk off the scoreboard.

🎯Scoring Efficiency. In the Red Zone, the stakes are high, and scoring opportunities significantly increase. When your HR team isn’t buried in paperwork, they can make a more strategic impact by focusing on culture, performance, and growth.

🎯Leadership Trust. HR shifts from order-taker to trusted partner.

The results? A productive HR function is the engine that keeps your people – and your business – moving forward.

The Stats Don’t Lie: Proof from the League

The data backs it up:

➡️Flexibility & Remote Work. A Gartner report finds that 43% of employees working flexible hours say they are more productive. Gallup found that fully remote workers report the highest engagement levels.

➡️Engagement Matters. Highly engaged teams are 17% – 21% more productive than disengaged ones.

➡️The Productivity Gap. Top-tier companies grew more productive, while others saw declines due to inefficient collaboration and low engagement.

🎯Winning teams don’t guess; they measure, adjust, optimize, and power up.

The Box Score: Common HR Productivity Metrics

To know how your team is performing, you need the right stats:

📊 Output Metrics. Revenue per employee, output per hour, goals completed vs. assigned

📊 Efficiency Metrics. Time spent per task, employee utilization

📊 Quality Metrics. Accuracy and impact, not just speed

📊 Engagement Indicators. Engagement scores and absenteeism.

📊 Financial Metrics. Total Cost of Workforce (TCOW)

These numbers tell you whether your plays are working and what needs to be redesigned.

Second Half Adjustments

This is where smart teams pull ahead. One of the most effective strategies? Outsourcing to a Professional Employer Organization (PEO).

A PEO helps improve productivity by offloading time-consuming tasks while strengthening the entire employee lifecycle through MVP expertise and next-level HR tech.

🔥Think of it as adding multiple Tom Bradys to your roster.

THE GAME PLAN

Play #1: Reallocate Resources to Core Strengths

The fastest productivity gain comes from freeing your teams from admin overload. By outsourcing, you get:

✅Time Savings. Business owners can spend 20+ hours per month on HR admin-related tasks. Outsourcing frees up time for growth, sales, and strategy.

✅Administrative Relief. Payroll, benefits enrollment, and multi-state compliance tasks move off your plate and into expert hands.

✅A Team of MVPs. Outsourcing gives you access to a team of pros, ready to help when you need it.

Play #2: Build a Deeper Talent Bench that Flexes

An engaged workforce is naturally more productive.

💼 Lower Turnover. Companies using PEOs see 10%–14% lower turnover, reducing disruptions and retraining time.

💼 Big-league Benefits. PEOs provide access to Fortune 500-level benefits, boosting satisfaction and engagement.

💼 Faster Onboarding. Streamlined onboarding helps new hires get in the game.

Play #3: Upgrade Your Tech Stack

PEOs give small and mid-sized businesses access to advanced HR technology without the big-ticket price tag.

📊 Automation. Payroll and tax automation reduce errors and time-consuming fixes.

📊 Employee Self-service. Employees handle PTO, pay stubs, and benefits updates themselves with fewer interruptions for HR.

Play #4: Strengthen Your Compliance Defense

Compliance isn’t optional and managing it internally can drain focus fast. With a PEO on your team, you get:

🛡️Expert Guidance. A team of HR pros helps prevent fumbles and penalties. PEOs stay on top of federal, state, and local regulations, including ACA and FMLA.

🛡️Safety Programs. Proactive safety audits reduce workplace incidents and business disruption.

Play #5: Win on the Scoreboard

All these efficiencies lead to real, measurable stats:

🏆Faster Growth. Businesses using a PEO grow 7% – 9% faster than those that don’t. And are 50% Less Likely to Go Out of Business

🏆High ROI. The average annual return on investment is 27.2% based solely on cost savings.

💥That’s not just a win – it’s a blowout. It’s the stuff championships are made of.

FINAL CALL: Make Productivity Your Winning Play!

How far can you go? Productivity isn’t a one-time drill – it’s a GOAT mindset.

When you measure what matters, optimize repetitive work, and outsource strategically, you’re not just working faster . . . You’re working smarter. That’s for legends.

🔥Outsourcing is no rookie move. It’s a strategic productivity partner that helps HR shift from scrambling to scoring. And keeping that winning streak hot.

Ready to Turn HR into a Powerhouse?

Ready to hear your crowd ROOOAAARRR? 🎉 This power playbook is your first step.

➡️If you need some coaching or a huddle about your productivity game plan, we’ve got you all the way to the Super Bowl winning streak and beyond – just give us a call.

IT’S HERE!

Your FREE HR Checklist

Here’s your checklist of important tasks related to payroll, benefits, compliance, and general HR.

About Propel HR. Propel HR is an IRS-certified PEO and a leading provider of human resources and payroll solutions for 30 years. Propel partners with small to mid-sized businesses to manage payroll, employee benefits, compliance, risk, and other HR functions in ways that maximize efficiency and reduce costs. To learn more, visit propelhr.com

Featured

Scaling Smart: How a PEO Prepares Your Business for Growth

Is your business growing? Here’s how a PEO becomes a powerful advantage as you gear up for bigger things.

IT’S HERE!

Your FREE HR Checklist

Here’s your checklist of important tasks related to payroll, benefits, compliance, and general HR.

If you run a small or midsize business, you already know growth is exciting, yes — but also unpredictable, and sometimes overwhelming. That’s exactly why more business owners and HR leaders are choosing Professional Employer Organizations, or PEOs, not just to outsource HR tasks, but to grow smarter, faster, and more sustainably.

The Top 10

A PEO helps you scale without letting the behind-the-scenes stuff collapse under the weight of bigger payrolls, more onboarding, greater compliance risk, and higher employee expectations. It’s like adding an entire HR department overnight, minus the overhead and recruitment scramble. A few advantages include:

1. You Get HR Infrastructure Before You Actually Need It (Which Is Exactly When You Need It)

Most small businesses don’t feel the pain of HR complexity until it’s too late. Payroll errors start multiplying, employees want benefits you’re not equipped to provide, and suddenly you’re Googling state labor laws at 11:30 p.m.

A PEO lays the foundation before those cracks show. Payroll scales without drama. Whether you have 10 people or 110, payroll stays smooth, compliant, and on time. Onboarding becomes a real process and not a scramble. Templates, checklists, digital forms, background screening, and automated workflows ensure consistency as you grow. Policies adjust proactively. A PEO helps you build employee handbooks, update them with new laws, and create clear rules that reduce risk as your headcount increases.

2. A PEO Delivers the Big-Company Benefits Employees Want

Here’s the part that often surprises business owners: a PEO can give you access to benefits packages typically reserved for much larger companies.

Because a PEO pools together employees across its client base, you essentially get to “buy in bulk,” accessing high-quality benefits at lower rates. That means you can offer your team robust health plans, retirement savings options, and other top-tier benefits typically reserved for larger companies (and top talent expects).

🎯When employees enjoy comprehensive benefits without compromise, your company is seen as a long-term career option. Retention rises, and as every HR pro knows, that’s a growth strategy.

3. Compliance Stops Being a Guessing Game

Growth = risk. New states. New regulations. New employment laws. New reporting requirements.

This is where many small businesses unintentionally step into danger territory. The rules change constantly and the stakes are high.

A PEO becomes your compliance command center:

✅They track federal, state, and local employment laws.

✅They help maintain the required documentation.

✅They ensure new hires are classified correctly.

✅They reduce risk with structured workplace policies.

✅And because of the co-employment relationship, many PEOs also share certain administrative responsibilities – meaning you’re not alone if something goes sideways.

🎯Growing is risky. Growing without compliance support? That’s gambling.

4. HR Technology You Don’t Have to Build Yourself

Scaling is smoother when everything is connected, such as payroll, onboarding, PTO tracking, benefits enrollment, performance management, and reporting. But building your own HR tech stack or licensing multiple vendors gets expensive fast.

🎯A PEO delivers the all-in-one HR command center designed for your business. Better data, better workflows, better decision-making.

5. A PEO Frees Up Time (A Lot of It)

If you’re a business owner, your job is to grow the business, not troubleshoot payroll deductions. If you’re an HR manager, your job is to support the people strategy, not drown in admin work.

A PEO takes on repetitive, time-consuming tasks, such as processing payroll, managing benefits, handling tax filings, and preparing compliance documentation. The more you grow, the more time you reclaim, instead of watching your workload escalate with each hire.

6. You Gain a Team of HR Experts Without Expanding Your Staff

Growing companies don’t always have the luxury of immediately hiring a full HR team — HR generalists, benefits specialists, payroll administrators, compliance officers, recruiters, risk managers, the whole lineup.

A PEO gives you access to exactly those roles, on-demand expertise, without the full-time salary load.

Need help rolling out a new PTO policy? Preparing for benefits renewal? Handling a sensitive employee relations issue? There’s an expert for that. It’s like having a seasoned HR department already onboard, ready to advise you every step of the way.

7. You Become More Attractive to Investors and Partners

Here’s something entrepreneurs don’t always think about: investors love operational maturity. When a PEO is part of your infrastructure, it signals you’re compliant, manage risks well, your HR processes are stable and that you can scale responsibly.

🎯For investors, lenders, and potential partners, a strong HR foundation = reduced risk. And reduced risk makes you a better bet. For acquisitions and rapid growth phases, a PEO can also make integration smoother.

8. A PEO Helps You Build a Better Employee Experience

Growth doesn’t just require more people; it requires keeping the good people you already have on board.

A PEO helps you:

✅Improve communication and access to information.

✅Build modern HR processes that employees trust.

✅Provide competitive benefits

✅Create fair, consistent workplace policies.

🎯A better employee experience leads to lower turnover and higher morale. And in high-growth companies, stability is gold.

9. You Can Expand Into New States With Confidence

Need to hire employees in another state? That’s great for growth, but it creates compliance challenges due to different tax rules and labor law requirements.

🎯A PEO handles all of it, letting you recruit the best talent in any location without losing sleep or risking penalties.

10. You Scale Strategically

Growth can stress your business when operations lag behind headcount. A PEO aligns both, so you’re expanding strategically.

🎯The result? Smooth transitions. Predictable costs. Cleaner processes. Less risk. Happier employees. And more time to focus on what actually grows the business — not on what slows it down.

Growth Is Easier ➡️When You’re Not Doing Everything Yourself

If you’re preparing to scale — or even thinking about it — the question isn’t whether you can handle growth alone. It’s whether you should.

With a PEO, growth is a plan.

A PEO delivers the infrastructure, expertise, and stability that power growing companies, without requiring a major investment or a staff increase.

Ready to see what a PEO can do? We can lighten your workload and help you drive growth, just give us a call at (800) 446-6567 or visit propelhr.com

🎯PEO Series: The PEO Difference🎯

Learn more about how a PEO can help your business in our series:

🔶HR Help Wanted: In-house Team or PEO Partner. Investing in an HR team versus partnering with a PEO, which path is best for your small business? As your business grows, managing HR gets complicated – fast. Should you build your own HR team or explore the benefits of partnering with a PEO? Here’s how to decide which choice best fits your business. Read More

🔶Navigating Compliance Minefields. Navigating HR compliance can feel like tiptoeing through a minefield — one wrong move can trigger costly consequences. From pay transparency laws to overtime thresholds, new regulations evolve faster than most small HR teams can keep up with. Here’s a look at the top HR compliance challenges and how to avoid turning small missteps into expensive lessons. Read More

🔶New Research Shows Why More Small Businesses Are Turning to PEOs. The data is in! And it shows how partnering with a PEO will be the smartest move for small businesses in 2026. Recently released research from the National Association of Professional Employer Organizations (NAPEO) shows that PEO partnerships are helping small businesses scale. It’s smarter, more efficient, and a game-changer. Here’s what the latest data shows. Read More

IT’S HERE!

Your FREE HR Checklist

Here’s your checklist of important tasks related to payroll, benefits, compliance, and general HR.

About Propel HR. Propel HR is an IRS-certified PEO that has been a leading provider of human resources and payroll solutions for more than 25 years. Propel partners with small to mid-sized businesses to manage payroll, employee benefits, compliance and risks, and other HR functions in a way that maximizes efficiency and reduces costs. For more information, visit www.propelhr.com

Featured

Look to HR for Ways to Save

When it comes to your bottom line, Human Resources is often overlooked as an area where businesses can leverage extra savings. Here are three ways to reduce costs, boost benefits, and become more efficient in the process.

Reduce Your HR Administration Workload

From new regulatory reporting, record-keeping, and frequently changing filing deadlines for state, federal, and local tax compliance, the HR responsibilities of small businesses continue to grow. Outsourcing to a PEO can help with the demands of time-consuming day-to-day HR-related administrative tasks so you can spend more time on your business.

Studies show that companies that partner with a PEO see a 21% savings on HR administration. A PEO can help employers gain a new perspective on cost-cutting decisions and streamlining processes for efficiency. According to a report conducted by the National Association of Professional Employer Organizations (NAPEO), PEOs provide access to more HR services at a cost that is close to $450 lower per employee compared to companies that manage HR services in-house.

Lower Health Plan Costs & Better Benefits

It’s no secret that great benefits attract top talent and motivate workers. Which can lead to an increase in productivity. However, due to costs, many small businesses find providing high-quality benefits out of reach. By partnering with a PEO, employers can offer top-rated health insurance plans and enterprise-level benefit packages similar to those offered at large corporations – at a lower cost.

This is because of a PEO’s ability to group employees of small businesses into one pool to negotiate better health plans at lower rates.

Reduce Risks and Manage Compliance Issues

When a new law is passed, employers must determine its potential impact on business and adjust strategies accordingly. Compliance is an area where a business can benefit from the help of a PEO. As changing labor laws become more complex and the burden of keeping up with HR compliance continues to grow, a PEO can help employers save by eliminating the vulnerabilities that put employers at risk for costly compliance violations, such as:

Complying with the labor laws and regulations governed by the state where employees are working, not just where a business is based
Overseeing Fair Labor Standards Act (FLSA) workforce classifications, and overtime pay
Managing Family Medical Leave Act (FMLA) eligibility and administration
Responding to EEOC complaints
Reviewing the employee handbook, outlining company policies and procedures and create state-specific versions
Providing on-site risk management and guidance on compliance training to create a safer workplace
Guidance on managing remote workers

How Much Can Your Business Save?

According to a Society for Human Resource Management study, nearly six out of 10 organizations outsource HR to save money. So, how much can your business save? Find out how Propel HR helped one company save big. Download this one-page success story which outlines strategies and overall results.

Propel HR President Lee Yarborough was recently elected Chair of the National Association of Professional Employer Organizations (NAPEO) Board of Directors. She spoke with PEO Insider magazine to share where she thinks the industry is headed and how NAPEO can continue to grow. Download a pdf version of the full interview: A Passion To Serve

About Propel HR. Propel HR is an IRS-certified PEO that has been a leading provider of human resources and payroll solutions for 25 years. Propel partners with small to midsized businesses to manage payroll, employee benefits, compliance and risks, and other HR functions in a way that maximizes efficiency and reduces costs.

How to Handle Toxic Employees

If you have ever felt like you needed to walk on eggshells at work or considered calling in sick because you did not want to deal with a co-worker, then you may have experienced a toxic employee. The toxicity from just one employee can be overwhelming and disruptive to an organization. Toxic behavior can manifest in many ways making the conduct hard to identify. There is the office gossip who likes to stir up drama. Or the team member who always makes an excuse by saying that is “not my job.” Or the Know It All who thinks they are smarter than everyone and not open to learn. There is also the workaholic, who is prone to burnout, yet complains that no one else has their superior work ethic. And the worst is the manipulative bully who has no regard for authority or policies.

Do not confuse a toxic employee with a difficult employee. Difficult behavior can be coached and managed into more productive conduct. It usually stays isolated to the individual. Toxic behavior spreads and can poison an entire team. The saying, “one bad apple can spoil the bunch” holds true. One toxic employee can ruin morale, damage brand reputation, and undermine authority. Toxicity can increase stress, erode culture, and impact overall performance. Overall, they are harmful to an organization.

Toxic employees hurt the bottom line due to lost productivity, higher turnover, and potential legal expenses. Cornerstone OnDemand studied the impact of employing toxic employees. The study found that good employees are 54% more likely to quit when a toxic employee is on their workforce. Higher turnover translates to hard dollars for replacement and training. Cornerstone OnDemand’s research quantified the cost of hiring a toxic employee as approximately $12,800 greater. Toxic employees can also impact production of the entire team by 30% to 40%.

If you have a toxic employee at your organization, this problem is too big to ignore. Here are some steps on how to proceed to detoxify your workplace.

Gauge the Behavior

Be aware of difficult behavior that crosses over to toxicity and begin to take steps. Are there underlying issues that are contributing to the behavior? Is the company morale eroding? Listen to other employees and gather information before determining next steps.

Talk to the Employee

Once you have gathered information, it is time to sit down with the individual. Be straightforward and set clear expectations. Do not just say, “you need a better attitude,” give specific examples of the behavior and the impact to the organization. Make sure HR is involved and respect is displayed so that the employee does not become defensive. Set boundaries as well as firm deadlines to expect improvements.

Document

Follow the HR Golden Rule and document the investigation, specific incidents, the discussion, and the expectations. Establish regular meetings for follow up and feedback.

Isolate the Employee

We have all learned the value of social distancing over the past year in a pandemic. A toxic employee can be like a virus and the negativity can spread. If possible, minimize the amount of time he or she works with other members of the team. As you are working with the employee, it is best to keep the rest of the team focused on being positive and productive. This will also minimize gossip and office politics.

Be Prepared to Terminate

Unfortunately, there are times that counseling will not help, and you will have to make the difficult decision to end the employment relationship. Make this decision thoughtfully, yet quickly. If the individual is not showing signs of improvement, it is important that swift action is made to reduce the potential harm to your organization.

During my years in HR, I have seen too many businesses avoid dealing with toxic behavior because the employee was so brilliant, too important, or the best salesperson ever. It is tempting to rationalize that an individual is “too valuable”, but it is not wise. As business leaders, it is important to make decisions that are in the best interest of the organization as a whole. Your credibility is at stake as well as the company’s performance and values. When faced with a toxic employee, act quickly and soundly to mitigate damage. Once the bad apple is removed, you will then be able to focus on building your organization and nurturing the rest of your team.

Steps to Support Employee Mental Health

Updated: May 29, 2022

Supporting employee mental health remains at the forefront of workplaces.

According to an SHRM study, the Impact of the Pandemic on Mental Health, 2020:

41% of employees feel burnt out, drained, or exhausted from their work
Nearly 1 in 4 (23%) of workers report feeling down, depressed, or hopeless
Over 1 in 3 employees (37%) have done nothing to address those feelings

Addressing employee mental health has many benefits. A recent study conducted by the Center for Workplace Mental Health found:

Over 80% of employees treated for mental illness report improved efficiency and job satisfaction
Lower medical costs, increased productivity, lower absenteeism, and decreased disability costs
Every dollar invested in mental health treatment, there is a return of $4 in improved health and productivity

STEPS EMPLOYERS CAN TAKE

Here are a few steps employers can take to support employee mental health. Enhance Mental Health Benefits. Take a look at your employee healthcare benefits. Does it provide adequate tools and programs to help manage stress and access additional support if needed? If not, it’s time to prioritize mental health in your benefits plan. Make sure to include mental health benefits through an Employee Assistance Program (EAP). EAP services can be effective in helping employees, including their family member and dependents, cope with personal issues that may affect the health, mental and emotional well-being, and job performance.

Communicate Available Mental Health Benefits & Resources. While the need is growing, access issues remain a challenge. Studies show that many employees don’t seek treatment mainly because they are not aware of the mental health resources and benefits available to them. By being more proactive in educating workers about mental health resources, employers can help reduce the stigma about accessing those resources to get help. Be Flexible. Every employee is handling change and uncertainly in a different way. Help minimize stress and anxiety by being flexible with ways to help employees transition back. Address individual concerns and determine needs, such as flexible schedules and workspaces. Encourage Self-care. Self-care and connection are more important than ever before. Provide wellness programs and activities to make participation more convenient. Check-in and Connect. Never underestimate the impact of human connection. Reach out regularly with your employees to check-in. Create a Culture Where Employees Feel Comfortable Talking About Mental Health. Employees may feel burned out, drained, and exhausted. Create a positive workplace culture where it’s okay to talk about mental health, issues, and treatment options.

What is the State of Employee Mental Health in Your Workplace?

The pandemic is not over yet. Employers that value their employees care about their health – both mental and physical. That means taking steps to provide access to the right treatment, tool, services, and support.

Flexible Work Arrangements: The New Normal

Your Checklist of Important HR-related Tasks for Q2

From record-keeping, new laws, and filing deadlines for state, federal, and local compliance, the HR responsibilities of small businesses continue to grow. Here are some of the most important HR-related tasks to address in Q2 2021. Download a PDF of the Q2 2021 HR Checklist here.

PAYROLL & TAX

Review New American Rescue Plan Act of 2021 Tax Credits. While the mandate to provide FFCRA leave for Covid ended Dec. 2020, employers can voluntarily provide leave and still receive tax credits through the new American Rescue Plan of 2021. Enacted March 11, 2021, the American Rescue Plan Act of 2021 amended and extended the tax credits (and the availability of advance payments of the tax credits) for paid sick and family leave for wages paid with respect to the period beginning April 1, 2021 and ending on Sept. 30, 2021. Review Provisions of Extended Employee Retention Tax Credit.

Under the recently enacted American Rescue Plan Act of 2021, the Employee Retention Tax Credit (ERTC), a provision of the CARES Act, has been extended and expanded. Applicable employers can claim the ERTC refundable credit on qualified wages, including certain health insurance costs, paid to employees through Dec. 31, 2021. Note that employers, who take the employee retention credit, cannot take credit on those same qualified wages for paid family medical leave. If an employee is included in the Work Opportunity Tax Credit, they may not be included in the Employee Retention Tax Credit. Employers considering which credits to take should evaluate which one is better financially for their business. At the end of the quarter, the amounts of these credits will be reconciled on Form 941. Review Record-keeping Requirements for Small Businesses. Depending on the action, the IRS recommends that small business owners should keep records for three years as a general rule and employment tax documents for four years.

COMPLIANCE

Schedule Required Compliance Training. Check all required federal, state, and industry workplace training requirements that apply to your business, as well as workplace training mandated in your state. If Covid-related training is not required in your state, employers should consider workplace training consistent with OSHA and CDC guidelines. Prepare EEO-1 Component 1 Data Collection.

Applicable employers are required to submit information, including the number of employees organized by job category, race, ethnicity, and gender. Due to the pandemic, the EEOC delayed the opening of 2019 and 2020 EEO-1 Component 1 Data collection to April 26, 2021. The deadline for submitting data is July 19, 2021. Review Updated DOL Rule Clarifying Pay Rate Calculations for Piece-Rate Workers. Employers may calculate the regular pay rate for employees paid on a piece-rate basis — for example, those paid per unit of production rather than a period — by dividing the employee’s earnings by the number of hours worked in a workweek, including both productive and nonproductive hours. Review new EEOC Compliance Updates for Religious Discrimination. The updated EEOC guidance describes how Title VII of the Civil Rights Act of 1964 (Title VII) protects individuals from religious discrimination in the workplace and sets forth the legal protections available to religious employers. Review New OSHA NEP Program Requirements. The U.S. Occupational Safety and Health Administration (OSHA) launched a new program to expand inspection and enforcement efforts for businesses with employees at high risk for contracting Covid-19. The new National Emphasis Program (NEP) prioritizes enforcement of retaliation standards, focusing on employers retaliating against workers for complaints about unsafe or unhealthy conditions. All employers should review and update their workplace Covid-19 safety documents, programs and make sure procedures are consistent with the latest OSHA and CDC guidelines. This includes, but is not limited to, standards related to hazard assessments, respiratory protection, safety signage, PPE, access and exposure to medical records, and injury and illness record-keeping and reporting.

BENEFITS

Review Your Workers’ Comp Policy.

If you have remote workers and plan to continue this practice, contact your Workers’ Comp insurance broker to determine if adjustments are needed to cover additional exposure for remote workers. Also, review if any changes in your work environment or changes in staff work assignments might impact your exposure and codes currently on your account. Medicare Part D Disclosure. Employers providing prescription drug coverage to Medicare-eligible individuals must also disclose to the Centers for Medicare and Medicaid Services (CMS) whether the coverage is creditable or non-creditable. This annual disclosure must be made no more than 60 days after the beginning of each plan year. Review Requirements on New COBRA Premium Subsidy. Under the new American Rescue Plan Act of 2021, the federal government will pay 100 percent of COBRA insurance premiums for employees who lost their jobs, and their covered relatives, through Sept. 2021. The subsidy applies to involuntary reductions of hours and involuntary terminations of employment. Apart from health FSAs, the subsidy applies to all group health plans. COBRA subsidies apply from April 1, 2021, through Sept. 30, 2021. Employers must give eligible employees notice of their right to a new election and must also meet certain obligations. Eligible individuals must be allowed at least 60 days after receiving the new election notice to make that election. Employers may be subject to penalties for failing to provide appropriate notice of the subsidy or the right to a new election. Check the Dept. of Labor’s guidance on how to comply with the new federal COBRA premium subsidy law.

GENERAL HR

Prepare Reopening Plans and Mental Health Support for Employees. As vaccination rates rise, evaluate how to reopen your workplace and how you will support the mental health of your employees. Review the services under your employer-sponsored employee assistance plan (EAP) to determine how you will support employees through the transition.

PLEASE NOTE: This information is for general reference purposes only. As we continue to work during an active pandemic, laws, regulations, and filing deadlines are likely to change. Please check with the appropriate organizations or government agencies for the latest information and consult your employment attorney and/or benefits advisor regarding your responsibilities. In addition, your company may be exempt from certain requirements and/or be subject to different requirements under the laws of your state. (Updated April 28, 2021)

Flexible Work Arrangements: The New Normal

Last year as COVID-19 began to spread, companies across the country quickly evaluated their workplaces and implemented an emergency work-from-home program. It was a test of our systems, our personnel, and our organizations, and overall, we succeeded. Businesses quickly adapted and made the transitions necessary to continue performance and production. Although the pandemic is far from over, the decrease in cases as well as the increase in vaccinations, has brought about a sense of relief and aching for a return to normal. What do our workplaces look like post-pandemic? Will employees continue to work from home? Will there be hybrid options available? What is the new normal?

Prior to the pandemic approximately 20% of people with jobs that were suitable worked from home. According to Pew Research, 54% of employees who worked from home due to the pandemic want to continue working remotely. Yet, employees want flexibility and options. PWC conducted a remote work survey and found that 55% of employees want to continue working remotely at least three days a week. Yet, executives do not feel the same way. 43% of executives want to have employees back in the office full time or with limited remote time. Even though employees working from home have more flexibility to choose working hours and balance their work and family responsibilities, 57% of employees working from home feel less connected to their co-workers and 33% are working more hours.

Unlike last year, when companies had to pivot abruptly to a remote model, companies today have the luxury of evaluating what is right for their organization. With the lessons learned from the pandemic, employee feedback, and evaluation of productivity, organizations can determine what the new normal looks like for them.

There is much to consider as you decide what is right for your organization:

Evaluate Your Space

Do not assume that you can decrease your office space by having a remote strategy. Think through the new scenarios for workplaces. If more people are working remotely, should you change your office setup to allow for increased flexibility? Will a hybrid arrangement work best with employees in the office certain days and at home the other days? Consider reconfiguring space for proper physical distancing as well as smaller conference rooms.

Empower Management

Managing employees remotely is very different than in person. Last year, everyone had to shift quickly, but this year, you have the time to be deliberate and intentional. Train supervisors with best practices for managing remote workers. Provide the tools and resources necessary. Empower them to set expectations, communicate frequently, act with fairness, and lead with success.

Establish Boundaries at Home

Employees may love not having a daily commute, but work/life balance is suffering because of working from home. Employers should set clear rules and expectations about taking calls after hours and working past scheduled times. Consider using tools such as blocking computer programs after hours and automatic replies to emails. Employees should designate a workspace in their home which serves as an “office” to help establish boundaries. Train both managers and employees on the importance of a proper work/life balance and provide resources and support.

Review Security

Establish policies and expectations to ensure that company information is safe. IT needs to be involved from a technical standpoint, but HR also needs to be involved to clarify expectations of information management. It is more difficult to monitor security when employees are not in the office and therefore, it will require more thought and resources to implement.

Hire from Anywhere, with Caution

One benefit of remote work is that a company is not limited to hiring based on a geographic area, allowing for greater access to top talent. However, before hiring someone in another state, make sure to research state requirements regarding employment law, tax filings, insurance rules, and licensing requirements. Using an IRS-Certified PEO can provide a solution to a multi-state workforce. Every state has different rules and regulations which a company must follow if there are employees in that state. Consider the supplies that an individual needs to perform their job remotely as well such as computers, printers, etc. When interviewing, make sure to ask candidates about their time management strategies, communication skills, and motivation methods. Not every individual is self-disciplined enough to work from home, therefore, take your time in the hiring process to identify the perfect fit. Cultivate Culture With a distributed workforce, cultivating a positive corporate culture becomes more difficult, but not impossible. Look to your company values and incorporate them into your hiring and onboarding process so that the company’s beliefs are established from day one. Bolster culture through forming an internal brand identity, highlighting your team on social media, and incorporating fun in a virtual setting. Although there is no break room for employees to bond socially, create virtual “watercoolers” with tools such as Slack or Teams. A place to share photos of pets, personal news, and recognition helps to create a feeling of togetherness. If possible, plan times for face-to-face meetings as well as in-person social gatherings.

Remote working is here to stay. Whether flexible arrangements or permanent solutions, the pandemic changed the business perception of the typical workplace. We learned that productive work is possible from anywhere and embracing this arrangement can improve employee satisfaction, save money, and expand the talent pool. Organizations pivoted at the beginning of the pandemic to ensure business continuation, now is the time to intentionally determine what the new normal looks like.

New Payroll Provider, New Problems

Updated: May 29, 2022

Running payroll is one of the most important parts of running a business. Maybe your company has worked with one payroll provider for years. And you’ve enjoyed the advantages of working with a smaller payroll company such as personal, one-on-one customer service, cost-saving benefits, and expert guidance to keep your business compliant. Your payroll is always accurate and always on time. When your payroll company is sold to a larger brand, the new company promises bigger benefits for your business and your employees. But things begin to change. And bigger isn’t looking better.

Here are a few signs it may be time to start looking for a different payroll provider.

Customer Service Fails

Is your new payroll company treating you like a number? Do the new customer service reps lack experience, knowledge — and enthusiasm? Are you waiting on hold for long periods to get help? If so, there’s not only a serious customer service issue, but your payroll company is also holding your business back. Your customer service team should promptly address your needs with ease and communicate with you directly throughout the process. They should get you.

Not on Top of Compliance Requirements

Does your payroll provider overlook compliance requirements specific to your business and your industry? Or lacks the resources to keep up with new and changing laws and regulations related to employment, taxes, and healthcare? If so, your business is at risk for hefty fines and penalties.

Doesn’t Support Business Growth

As your business grows, your payroll provider should also grow with you. If your new provider doesn’t consider or even offer broader services your company may need at each stage of growth, such as benefits and HR services, it may be a sign to move on.

Reporting That Doesn’t Help Your Business

Does your payroll provider have experience working with businesses your size and industry? Reporting should be a strength of your payroll provider and reports should be designed to help your business.

If your business requires more in-depth or custom reporting, your provider should also have the functionality to deliver.

Is it Time for a New Payroll Provider?

When it comes to payroll, you want to work with a reliable provider that saves you time and money without sacrificing any key features. If you are experiencing any of these red flags, it may signal that it’s time to consider other options.

We can help you make the switch. Propel simplifies the time-consuming and complex process of managing payroll, and we also take care of employee onboarding, payroll tax withdrawals, and timely IRS deposits. We support your company’s payroll with:

A cloud-based payroll portal for your business
Online employee access to pay stubs, W-2s, benefits information, and company handbooks
Paperless, efficient direct deposits

And we will never keep you waiting. Our dedicated team of payroll experts will help you every step of the way. We’ll integrate your new employees into our digital payroll-processing system and train your team to quickly and accurately submit payroll reports.

If you need more help, we can also handle your benefits, compliance, and other important HR-related tasks, as well as recommend custom solutions based on your industry, size, and location. By taking care of all this and much more, you can get back to running your business, not your payroll. To learn more, give us a call at (800) 446-6567.

The Impact of the Pandemic on Women in the Workforce

Just over a year ago the pandemic exploded into a national emergency, and women were disproportionally impacted. Women comprised the majority of the “frontline” workers and bore the brunt of caring for children no longer in school. Layoffs and furloughs hit women the hardest, especially women of color. In the workplace, women have been impacted by the pandemic in ways that men have not.

According to Pew Research, three sectors of businesses lost 59% of the total jobs from February to May 2020: leisure and hospitality, education and healthcare, and retail. These sectors accounted for 47% of the jobs held by women compared to only 28% for men.

Working women traditionally carry a greater burden of the caretaking roles in their families. One out of every four working women have a child under 14 and rely on schools and daycare facilities to provide childcare. Over the past year, families have had to make difficult decisions regarding childcare during a pandemic. The Pew Research Center showed that mothers were more likely to make the decision to leave work due to the childcare needs during the pandemic.

For the first time ever, women are leaving the workforce at a higher rate than men. McKinsey & Company and LeanIn.org stated that due to the pandemic, 1 in 4 women are “downshifting their careers or leaving the workforce.” In January, another 275, 000 women left the job force and 2.3 million have left since the beginning of the pandemic. The current percentage of women participating in the job market is 57% which is the lowest rate since 1988.

The pandemic will have a negative lasting impact on women in the workforce. It has rolled back the progress that has been made on gender equality and it will take years to regain momentum. Loss of income, for even a short period, will have a direct impact on long term wealth and retirement. Also, when women leave the workforce, they fall behind professionally, and advancement opportunities may suffer, as if women have a “broken rung” on the corporate ladder. LeanIn.org states, “The broken rung has a long-term impact on the talent pipeline.”

These numbers sound grim, but as vaccines are made available to more people and our economy continues to recover, there are actions that individual businesses can take to address the challenges women face in a post-pandemic world:

Provide Flexibility, If Possible

Last year, many businesses were able to pivot and offer their employees the ability to work from home. Use that experience to determine future work options including hours, workplace, and individual needs.

Continue to Provide COVID-related Leave

The American Rescue Plan of 2021 extended the tax credits on FFCRA leave through September 2021. The mandate to provide this leave ended in December 2020, however employers can voluntarily provide the leave and receive the tax credits. This leave not only helps individuals during time of sickness or quarantine, but also extends to family care. This can be particularly helpful to working mothers and caregivers.
<

Evaluate the Hiring Process

The longer someone is without a job, the longer it takes to find a new job. The groups most impacted by long term unemployment are women and people of color. A McKinsey study predicts it will take them two more years on average to recover jobs than men. When hiring, be careful not to stigmatize people who have not been employed for months and evaluate the full situation. Also, consider training programs to bring individuals who have been out of the workforce for longer than six months up to speed.

Do Not Forget the Men

Many of the reasons that women are suffering more right now have to do with traditional gender roles that have been in places for generations. It is important to check your own company’s gender biases by thinking about the use of language and assumed roles. Do you offer parental leave instead of maternity leave? Do the men in the organization receive the same messages about work-life balance and family time as the women? Do you think of certain jobs as “male” and other jobs as “female?” Gender equality requires thinking about both genders equally.

We have all adapted and learned so much over the past year. We have pivoted, transformed our work, and made health a priority. As our country slowly emerges out of the pandemic, businesses and individuals must act to help women rejoin the workforce. Our economy is stronger when women are working and contributing. It is important that we protect the hard-won gains towards gender equality that have been made over decades and not let the pandemic hold us back.

Propel HR President Lee Yarborough was recently elected Chair of the National Association of Professional Employer Organizations (NAPEO) Board of Directors. Lee, along with other women leaders, share valuable insights in the March issue of PEO Insider magazine.

Download their inspiring stories at: “Women’s Leadership: Experiences, Issues & Journeys.”

Outsourcing HR: Myths vs Reality

For businesses that want to get ahead, outsourcing HR offers plenty of benefits, such as increased efficiency and productivity, improved employee engagement, and business growth. Yet, even with all of the positive reasons, there remain a number of myths about outsourcing. Here are some of the most common.

Myth: Outsourcing Leads to an Increased Level of Mistakes. Reality. Outsourcing gives your business access to an expanded resource of HR expertise and skills which means fewer mistakes and more efficient processes.

Myth: Outsourcing HR is Expensive.

Reality. Many companies are outsourcing to reduce overhead and to prevent the risk of costly compliance violations. Because you pay for only the services you need, outsourcing Human Resources is often less expensive than hiring additional staff. There are also cost savings in terms of productivity. By outsourcing, your in-house team can focus on important areas—and get more done.

Myth: Services Cannot Be Customized.

Reality. One of the most valuable benefits of outsourcing is that it’s flexible and can evolve as your business grows and your needs change. From payroll, risk management, benefits administration and more, there are a number of outsourced HR services that can be customized to meet the needs specific of your business.

Myth: Outsourcing HR Services Eliminates the Need for an In-house HR Team.

Reality. Your in-house HR manager may not be equipped to handle the multitude of HR tasks and requirements of complex and changing employment laws. Outsourcing provides your team access to a department of trusted HR experts who can fill the gaps, protect your company from risks, and help your business run more smoothly.

Myth: Outsourcing Means a Loss of Control Over Business Processes.

Reality. Rather than dealing with day-to-day issues, outsourcing gives business owners even more control and time to focus on their business.

Is Outsourcing HR Right For Your Business?

Are you looking for ways to become more cost-efficient, productive and to reduce liability? Then it may be a good time to consider outsourcing. Propel HR can help.

About Propel HR

Propel HR President Lee Yarborough was recently elected Chair of the National Association of Professional Employer Organizations (NAPEO) Board of Directors. She spoke with PEO Insider magazine to share where she thinks the industry is headed and how NAPEO can continue to grow. Download a pdf version of the full interview: A Passion To Serve

Propel HR is an IRS-certified PEO that has been a leading provider of human resources and payroll solutions for 25 years. Propel partners with small to midsized businesses to manage payroll, employee benefits, compliance and risks, and other HR functions in a way that maximizes efficiency and reduces costs.

Why Every Business Needs Human Resources

Human Resources is a business function that takes care of your most valuable asset – your employees. When most think about HR, the responsibilities of hiring, firing, and pay may first come to mind. While much of that is true, HR has evolved into much more. Today, the role of HR is more multi-faceted, requiring a higher level of expertise in many different areas that impact the success of your business. Here are just a few reasons why every business needs Human Resources.

Navigates Risks and Stays Compliant

Compliance violations can be costly. As changing labor laws become more complex, and the burden of compliance continues to grow, HR helps reduce risks and prevent compliance violations by staying on top of new state and federal laws and ever-changing reporting requirements and deadlines.

Ensure an Effective Benefits Program

Great benefits attract, motivate and engage workers. According to a study conducted by the Society of Human Resources Management (SHRM), employers who improved their benefits packages reported better overall employee performance and recruitment and retention results. As your business grows and changes, an experienced HR team will be valuable in managing and ensuring that your company has the most effective employee benefits program.

Implements Effective Onboarding Program

Onboarding allows new employees the opportunity to learn about your policies, procedures, and expectations. In addition to developing a productive onboarding process, HR oversees interviewing procedures, conducts background checks, drug tests, and prepares employment paperwork.

Manages Diversity Leadership

Studies show that companies that value diversity and inclusion outperform those that do not. HR ensures that diversity and inclusion are reflected in a company’s culture, and cultivates a shared sense of community.

Oversees Employee Development

Professional development and training enable workers to step into roles and prepare for changing job functions. HR identifies training and development programs that build skills and ensure employees have the necessary training, resources, tools, and support to perform their jobs successfully.

Navigates Workplace Change

During the pandemic, business owners, management, and employees looked to HR professionals for help to navigate change in the workplace. HR teams at large and small companies helped to prevent business disruption and help to cut costs.

Oversees Workplace Policies & Procedures

HR stays on top of changes in employment law and legislation to ensure compliance and researches HR trends to keep the business running smoothly. HR also manages employment policies such as sick leave, family and medical leave, remote working, and paid time off to ensure compliance with new laws and regulations.

Contributes to the Bottom Line

Because HR is responsible for all aspects of the employee experience, it impacts a number of business outcomes, such as turnover rates, employee engagement, and productivity.

Does Your Business Need HR?

Absolutely. The way we work is rapidly changing, and smart businesses of all sizes understand the value of investing in Human Resources.

How to Create a Covid-19 Vaccination Plan for Your Workplace

Will your vaccination program be mandatory or voluntary? How long will you give employees to get their vaccination and the required follow up shot? How will you handle tracking and enforcing both shots? How will you handle remote, temporary, and pregnant workers? What about customers and vendors? How does your health insurance plan apply? There is a range of complex issues to think through before developing a workplace vaccination plan. As Covid-19 vaccines become more available, employers should think about how to handle vaccines at the workplace. Developing a vaccination plan is the first place to start. Here are a few of the most important areas to address in our COVID-19 Vaccination Plan Checklist.

1. Determine if your Vaccination Strategy is Mandatory or Voluntary. According to a recent Society of Human Resource Management (SHRM) survey, two-thirds (66%) of employers say the Covid-19 vaccination is necessary for business continuity. Nearly two-thirds of organizations say they will encourage employees to get the Covid-19 vaccine, and 64% of workers are likely to get the vaccine once it becomes available. This number increases to more than 75% if the employer mandates a vaccination.

Recent EEOC guidance allows employers to mandate Covid-19 vaccinations if it follows the guidelines of the Americans with Disabilities Act (ADA) and Title VII of the Civil Rights Act of 1964. Now that employers have a choice between a mandatory or a voluntary vaccination program, it’s important to determine the best strategy for your company and your employees.

Mandatory Vaccination. Generally, a mandatory vaccination program needs to be job-related, consistent with business necessity, and address exceptions for those who cannot be vaccinated because of disabilities or sincerely held religious beliefs.

For employers in certain industries, such as healthcare and meatpacking, the decision to mandate the Covid-19 vaccination will be easy as failure to be vaccinated poses a direct threat and puts other employees, customers, or the general public at risk. Determine the legal and practical risks associated with mandating employee vaccination and what should be included in such a policy. Establish a system to track compliance, including a reasonable timeframe to allow employees to get their vaccination, and the required follow up shot.

Voluntary Vaccination. How will you respond when an employee alleges that you failed to provide a safe and healthy work environment, as required by OSHA? Will you offer incentives, such as wellness credits or extra paid time off? If your position is a voluntary one, educate your employees and make it easy for them to receive the vaccine. And be prepared to address all potential liability issues and responsibilities for safety.

2. Determine Who Should Receive the Vaccine. The CDC recently published recommendations to determine which employee groups should be vaccinated first and guidance on who should be vaccinated when vaccine supplies are limited.

3. Determine the Process for Providing Proof of Vaccination. Under EEOC, employers can mandate proof of vaccination but cannot require that the employee provide medical information as part of that proof. In your vaccination plan, address your process for proof of vaccination with employees, as well as customers, vendors, temporary workers, and others connected to your workplace.

4.Review the Requirements for Exemption. All employers, including state and local government employers, with 15 or more employees are covered under the ADA and Title VII. Based on EEOC guidance, some federal and state laws allow exemptions that protect employees who are not able to receive the Covid-19 vaccine, particularly those with a disability or a sincerely held religious belief.

Employers should also be familiar with exemption guidance from OSHA, PREP ACT (HHS), National Labor Relations Act (NLRA), FLSA, state Workers’ Comp laws, as well as state and local legislation.

5. Outline the Process for Reasonable Accommodations. Can the employee claiming an exemption perform their job without vaccination and still preserve the health and safety of the workplace?

Develop a practical guide to address an employee’s reasonable accommodation requests based on medical or religious objections to the vaccine. Whether this includes working remotely or moving the employee to a separate area, make sure your procedure for accommodations is consistent for all employees and clearly outlined in your plan.

6. Determine How to Handle Employees Who Refuse to be Vaccinated. Under the EEOC, the vaccination provider of an Emergency Use Authorization (EUA) vaccine must inform recipients about the potential risks and the option to accept or refuse the vaccine. What if an employee refuses? While employers are not required to make accommodations for an employee who doesn’t want to be vaccinated, it’s important to address how to handle the situation in your vaccination plan, including procedures for documentation and follow-up.

7. Consider the Terms for Termination. If reasonable accommodation is not possible, an employer may exclude the employee from the workplace but would need to determine if other rights apply under EEO laws or other federal, state, and local legislation before terminating the employee.

8. Understand Confidentiality Issues. It is against the law for employers to disclose employees receiving a reasonable accommodation or identify employees that have or have not been vaccinated. In addition, under ADA, employers must store employee medical information, which includes Covid-19 vaccine information, separately from personnel files.

9. Detail All Covered Costs. Under the Fair Labor Standards Act (FLSA) and some state and local laws, employers must cover certain work-related expenses. In a mandatory vaccination program, the employer may be required to cover the cost of the vaccine and pay for an employee’s time spent while getting the vaccine. Review your health plan and outline how you will cover the vaccination cost as well as other expenses.

10. Determine How to Handle Potential Vaccine Side Effects and Sick Leave. While the full requirements under the Families First Coronavirus Response Act (FFCRA) were not extended into 2021, employers can allow employees to take unused FFCRA paid sick and family leave and receive the federal tax credit through March 31, 2021. Determine how you will handle sick leave as a result of coronavirus-related absences.

11. Designate a Vaccine Coordinator and Train Staff. Don’t overlook training in your plan. Under EEOC guidance, staff responsible for communicating your vaccination plan should understand how to recognize an employee’s accommodation request, for example. Train your vaccine team to oversee all elements of implementing your vaccination plan.

12. Review and Update Your Company’s Safety Plan. The vaccine is not the end of the pandemic. Address your current safety practices for Covid-19 in your workplace vaccination plan. Continue to keep detailed records outlining the actions you take to protect your workers, such as remote work options, mask mandates, and ways in which you encourage your employees to get the vaccine.

13. Communicate in a Way that Educates and Builds Trust. Similar to wearing masks, the Covid-19 vaccination is not without controversy. Before you roll out your vaccination program, prepare and tailor your messages based on different job functions and your industry. Keep messages positive and focus on the benefits of getting vaccinated and not the consequences. Deliver messages across multiple channels, such as the company intranet, newsletter, FAQs, zoom meetings, social media, phone calls, and one-on-one meetings.

Watch for New Developments

EEOC laws, including the ADA and Rehabilitation Act, continue to apply during the pandemic but do not interfere with or prevent employers from following guidelines from the CDC or state and local public health authorities. As guidance on the Covid-19 vaccination continues to evolve, stay up to date on new developments, resources, and changes that may impact workplace safety. Also, consult your legal counsel and HR advisors for further advice on developing a vaccination plan for your business.

Propel HR President Lee Yarborough was recently elected Chair of the National Association of Professional Employer Organizations (NAPEO) Board of Directors. She spoke with PEO Insider magazine to share where she thinks the industry is headed and how NAPEO can continue to grow. Download a pdf version of the full interview: A Passion To Serve

PLEASE NOTE: This information is for general reference purposes only. As we continue to work during an active pandemic, laws, regulations, and filing deadlines are likely to change. Please check with the appropriate organizations or government agencies for the latest information and consult your employment attorney and/or benefits advisor regarding your responsibilities. In addition, your company may be exempt from certain requirements and/or be subject to different requirements under the laws of your state. (Updated February 17, 2021)

Maintaining Diversity Leadership During Covid

Faced with uncertainty, many companies were forced to put diversity initiatives on hold in order to focus on other critical areas of their business. According to a recent Indeed study, 57% of respondents said their company had invested in initiatives to move their diversity program forward. As the pandemic took hold, that focus shifted. More than 43% believe their company could now do more. Do you need to improve your diversity program? Here are a few simple ways.

Evaluate Your Current D&I Program

The initiatives you had in place before the pandemic may no longer be effective. Take a fresh look at your program and identify the areas where you may have gaps.

Are there particular groups that are under-represented? Are hiring and promotion rates lower for certain groups? Understanding where you are starting from can help you identify where resources and changes need to be made.

Leverage Technology to Create Safe Spaces for Engagement

During the pandemic, technology became a valuable tool for connection and engagement. Take advantage of available tools, such as video conferencing and webinars for inclusivity training, to obtain feedback

Review Feedback Channels

Take another look at how you are currently collecting feedback. Are you fostering a culture where employees feel comfortable to share through open dialog and engagement? During the pandemic, how has the process changed? Are certain groups now quiet or more vocal? Discover where you are doing well and where you need to improve by using engagement surveys and focus groups.

Watch for Unconscious Bias in Decision-making

Uncertainty and increased stress can lead to an increase in unconscious bias in decision-making. Determine how to recognize different biases and be proactive in addressing them. Be open-minded and don’t assume that an individual’s behavior is based on personality when it could be about other influencing factors.

Be Mindful of the Pandemic’s Impact

While everyone is facing the same pandemic, not everyone is having the same experience. Be mindful of how employees with different backgrounds may respond differently to the same situation. Also, consider that some employees may have added stress due to helping children learn remotely at home, caring for a sick family member, or the job loss of a family member.

Maintain Diversity Leadership Training

Your workplace culture and the values of leaders are an important aspect in determining the behavior within an organization. A diversity leadership training program can shape leaders to become role models and are an effective way to cultivate a shared sense of community.

Stay on Course

Will your diversity and inclusion initiatives survive the pandemic?

When diversity and inclusion are reflected in your company’s culture, your employees feel appreciated, and in turn, experience increased engagement and improved morale. In addition, studies have shown that companies that value diversity and inclusion outperform those that do not make the investment. While employee health and safety must be at the forefront, these are good reasons you don’t want to let down your guard when it comes to diversity leadership.

Top 4 Reasons to Outsource

Updated March 7, 2022

Businesses, large and small, have turned to outsourcing to get ahead. Here are a few reasons why.

What is Outsourcing?

Generally, a company partners with a professional or business to perform specific activities that may be traditionally performed in-house. Companies can outsource an entire division, such as customer service, or a specific function, such as payroll. Some of the most common services outsourced include customer service, human resources, payroll, risk management, and IT support services.

How does outsourcing work? The first step is to identify the processes and areas of your business where you need the most support. Then, select the outsourcing partners that align with your business goals and your budget. Finally, weigh the short- and long-term benefits and costs of outsourcing versus hiring staff.

Advantages of Outsourcing

According to the Small Business Administration, more than one-third of small businesses currently outsource at least some part of their services and business processes and more employers plan to explore this option in the future. For businesses, large and small, some of the most common benefits include: Saves Time. Employers find that one of the most important benefits of outsourcing is the time gained to focus on their business. According to a recent Deloitte survey, 57% of businesses use outsourcing for this reason. Outsourcing services, such as payroll and HR for example, significantly reduces a business’s administrative workload. Access to More Expertise. Outsourcing is much like developing a strategic partnership with a team of industry experts. For example, if you need to enhance your customer service game, then you may consider outsourcing that function to a company specializing in customer service. Or if you need to expand your HR capabilities but not quite ready to invest in adding more staff, outsourcing can help you gain access to more skills , knowledge, and resources that you may not be able to afford on your own. Even if you have an in-house HR manager, it often makes smart business sense to outsource to a team of HR experts as trusted advisors to supplement your staff. Saves Money. According to a same survey, 59% of businesses use outsourcing as a strategy to reduce expenses. Outsourcing shifts fixed labor costs to variable costs and provides the employer the flexibility of paying for only the services needed. This frees up more that can be used to invest in other parts of your business. Reduces Exposure to Risks. Even with a dedicated HR professional on staff, it can be a challenge to stay on top of new state and federal laws and ever-changing reporting requirements and deadlines. Outsourcing an area, such as HR, can help reduce risks and prevent costly compliance violations. This includes complying with labor laws and regulations governed by the state where all your employees are working, not just where your business is based. Outsourcing can also provide expert guidance for handling employee complaints, disciplinary actions, workplace investigations, crisis intervention, and terminations.

Get Back to Your Business

It’s easy to see how outsourcing certain functions can take your business to another level. By aligning the outsourced service with your company goals, employers can access new tools, implement more innovative strategies, and gain valuable industry expertise to positively impact company performance. Need Help? Propel HR offers a number of services that can be outsourced as a standalone service or as part of our IRS-certified PEO arrangement. To find out more, contact one of our Propel Pros at 1-800-446-6567.