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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

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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

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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

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Workplace Safety During COVID-19

If you are preparing to reopen your business, how do you know if you have the right safety measures in place? Before you bring employees back to work, consider the following to create a safe workplace.

Follow Government Guidelines and Recommendations. Before reopening, employers should follow the latest guidance on maintaining workplace safety from Federal, State, and local government agencies, including the US. Department of Labor, CDC and OSHA. In general, this includes recommendations for social distancing, frequent handwashing, regular cleaning and disinfecting work areas, modifying workplaces to separate workers, and using appropriate personal protective equipment (PPE). But that’s just a start and depending on your business, may not be enough protection.

Check Industry-Specific Safety Guidelines. The level of risk factors varies with every industry and will depend on how workers interact with others. Check with your professional association for industry-specific guidelines on how to transition employees back to work.

Review Job Functions. Addressing safety measures specific to an employee’s job function is critical to protecting employees and customers. For example, an employee working in a high touch environment, such as a retail associate, will be at a higher risk for exposure than a computer programmer working in an office at the same organization. By understanding the risk factors for the specific job, an employer can implement the appropriate safety measures that go well beyond the basic guidelines.

A recent study identified the following five factors that determine the level of protection, including:

Physical Proximity: How close are workers to each other?
Nature of contact: Do workers touch common items, other workers, or customers?
Duration: How long does a typical interaction last?
Number of contacts: How many interactions occur in a day?
Ability to screen and remove: What screening measures or protocols are in place that protects workers and customers from those testing positive?

Using the retail example, an employer may take additional safety measures, such as:

Limiting the number of people on-site at a time
Taking the temperature of workers
Enforcing the use of gloves, hand-sanitizer, and masks
Installing protective screens at checkouts
Regularly sanitizing high-traffic and high-touch areas
Reducing store hours

And to further demonstrate a commitment to employee safety and well-being, employers can:

Boost pay or provide bonuses for staff working during high-risk periods
Offer paid sick leave for staff who are feeling unwell or self-isolating
Provide health checklists for employees to review before coming to work

Monitor Guidance by Location and Community Transmission. As the pandemic evolves, guidance may also vary depending on the location of your business and the level of active community transmission.

Communicate Your Safety Strategy & Train Staff. For a safety plan to be effective, employees and customers need to understand their role in mitigating COVID-related risks. Share your reopening plan and safety strategies, train leaders, regularly monitor the process, ask for feedback, and make adjustments if needed.

Seek Professional Advice. Failure to stay on top of new and changing laws can lead to significant fines and penalties. Review your reopening strategies with legal and HR professionals to help mitigate the risks specific to your workplace.

Are you concerned about reopening safely?

To help businesses reopen with confidence, we created the COVID-19 Back to Work Employer’s Toolkit, which includes important resources, and all of the paperwork you need in one place, plus the expert HR guidance to help you reopen with confidence while the pandemic is still active.

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 20 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.

Back To Work: What Could Go Wrong?

Are you ready to reopen your business? You’ve considered every scenario and invested considerable time, labor, and funds to keep employees and customers safe. So with all of this preparation, what could possibly go wrong? Keep reading.

Failing to Provide a Safe Workplace. As an employer, you may be liable if your employees are exposed to COVID-19 in the workplace. For example, a Walmart, located outside of Chicago, was sued by the families of two workers who were killed by coronavirus. The family alleged that Walmart did not do enough to protect its workers. According to the wrongful death complaint, the retailer failed to clean and sterilize the store properly, failed to enforce social distancing guidelines, failed to provide personal protective equipment (PPE) to employees, and failed to address the health concerns of employees with COVID-19 symptoms and to warn other workers. And in South Dakota, a Smithfield Foods plant closed after more than 800 workers tested positive for COVID-19.

Overlooking New OSHA Requirements. OSHA recently increased workplace inspections. In an employee contracts COVID-19, an employer is required to investigate to determine if the virus was contracted at work or while performing work-related activities. If the infection is work-related, the employer must record it on OSHA Form 300.

Violating Local Safety Legislation. To address the increasing numbers of positive Covid-19 cases, Greenville, South Carolina, recently passed an emergency ordinance requiring masks be worn inside grocery stores and pharmacies. Violations to the new ordinance carry fines of $25 per customer and $100 for businesses.

Denying Paid Sick Leave. Are you up to date with new and changing Federal, State, and Local COVID-19 regulations, including those from the Department of Labor (DOL), EEOC, and OSHA? Failure to stay on top of these new and changing laws can lead to significant fines and penalties.

A fabrication company in Georgia was required to pay $1,060 in back wages to an employee after the DOL determined the employer wrongly denied emergency paid sick leave, covered under the Families First Coronvirus Response Act (FFCRA). The company refused paid leave despite a healthcare provider’s recommendation that the employee self-quarantine while waiting for coronavirus test results.

Wrongful Termination. A Maryland electrical contractor violated FFCRA when it terminated an employee requesting paid leave to care for a child after the mandatory closing of all schools. The contractor was required to reinstate the employee and pay the employee back wages.

Missing Payroll. After an investigation, a dry cleaning company in Huntsville, Alabama, was required to pay $15,385 in wages for minimum wage law violations of the Fair Labor Standards Act (FLSA). The company missed payroll and failed to pay its employees on time.

According to the U.S. Department of Labor’s Wage and Hour Division (WHD), employees must be paid the wages earned for the hours worked and must be paid on their scheduled payday, not when it’s convenient for the employer.

Failing to Accommodate. A Massachusetts engineer with a disability refused to return to work and as a result, was fired. The employee sued the employer for refusing to grant a disability accommodation, a violation of state law.

Employers planning to reopen need to be aware of their obligations to accommodate workers with disabilities. During the pandemic, the U.S. Equal Employment Opportunity Commission (EEOC) workplace anti-discrimination laws, including the Americans with Disabilities Act (ADA), still apply.

Confidentiality Breach. In compliance with the ADA, HR must also consider the privacy concerns around health screening activity, data collection, and managing sensitive personal and health information. The methods for collecting information may vary from employer to employer, but inquiries into an employee’s medical condition must be directly related to protecting employees, as well as the public from COVID-19.

Not Compensating Employees During Testing. Paying employees for time spent during the testing process continues to be overlooked by employers. In compliance with FLSA as well as state and local laws, employers are required to compensate their employees for the time spent waiting to be screened and the time during screening.

WARN Act Violations. An Enterprise employee sued the company for failing to provide advance notice of layoffs as required by the federal Worker Adjustment and Retraining Notification (WARN) Act. Under the Act, employers are required to notify their workforce and communities in advance of a qualified plant closing or mass layoff.

While the pandemic has forced companies to close or reduce their workforce, employers should pay attention to applicable WARN Act obligations as well as state and local requirements. Violating the WARN Act can result in significant legal liability for employers, including back pay and benefits to each employee, for each day up to 60 days, and $500 in civil penalties for each day an employer fails to notify the local government.

Prepare For the Unexpected. Employers have a responsibility to provide a safe and healthy workplace and, in particular, to protect employees, customers, and others from contracting COVID-19. With so much uncertainty, employers planning to reopen should consider all of the potential liabilities and risks.

Need help? Our new Employer’s Back to Work Toolkit has all of the paperwork, resources you need in once place, plus the expert HR guidance to help you reopen with confidence while the pandemic is still active.

Back To Work Plan

“What if employees are too scared to return to work?”

“Should we take daily temperatures of our employees?”

“Working from home is not sustainable, how do I get my team back to the office?”

These are just a few questions that I have heard from business owners lately. There is so much confusion and so many varying messages coming from different sources. It is hard to know what to do.

There is an economic need to go back to business as usual, but employers need to consider health concerns as they reopen. Best practices should dictate when and how to return to work. It is important that we don’t just open the doors and resume as normal. There are many factors to consider and above all, you must PLAN in order to reopen responsibly.

Monitor State and CDC guidelines. The U.S. Chamber of Commerce provides an informative tool with the latest reopening developments by state. Frequently check the CDC’s guidance for businesses concerning reopening and safety.

Gain feedback from employees. Consider using a survey tool for your employees. It is important to understand how your team has adapted to working from home as well as their emotions about returning—from fear to excitement. Listening to your employees is critical as this information will help you plan more effectively.

Communicate. When co-workers can’t be together in the office, strong communication is essential. Daily emails, calls, and virtual meetings keep production flowing and provide a necessary human connection for your work team. Keep the doors of communication open as plans are being made for reopening and beyond.

Prepare facilities. Secure an adequate supply of cleaning products and implement new cleaning routines. Properly space employees throughout your workplace. If necessary, purchase personal protective equipment and consider requiring all employees to wear face masks as recommended by the CDC.

Update policies. COVID-19 has brought about so many changes to businesses. Review your current employee handbook and update policies as necessary.

Seek advice. Now is not the time to go it alone. Ask for help from your trusted advisors, such as your accountant, lawyer, and Professional Employer Organization (PEO). Consider staggered reopening. To help balance employee health with business necessity, have employees return on a staggered schedule to start. You may decide to continue some jobs remotely indefinitely.

Plan for a resurgence. Experts expect that after communities reopen, a resurgence could occur. As you plan your reopening, take the time to strategize the possibility of a return to remote working.

In January, we had never heard of COVID-19, and within a few short weeks, our world was turned upside down as stay at home orders were announced. Businesses quickly adapted to continue operations as best as possible. People embraced their entrepreneurial spirit and creatively came up with positive opportunities during a negative situation. I applaud businesses and individuals everywhere for pivoting and prevailing. We need to continue this spirit and take additional steps to plan for a healthy return.

Mitigating Workplace Risks

Bringing employees back to your workplace means complying with a new set of legal requirements as a result of a number of federal, state, and local legislation enacted during the pandemic. Here are just a few.

Safety and Cleaning Practices

When the time is right to resume operations, the workplace needs to be prepared with accommodations to keep both employees and customers safe.

Recommendations include providing employees with face masks and other personal protective equipment, routine cleaning, enforcing social distancing rules, extending telecommuting, and employee health screening. Review the CDC’s safety recommendations as well as specific guidance on cleaning and disinfecting before reopening.

Inspections and Recordkeeping Requirements

Under the Occupational Safety and Health Act (OSHA) requires employers to provide a safe workplace that is free from known hazards. Recently OSHA revised its enforcement policies related to coronavirus, including increasing in-person inspections at all types of workplaces and updating recording coronavirus cases.

Sick-Leave and Paid-Leave Regulations

New legislation enacted by the Department of Labor (DOL), the Families First Coronavirus Response Act (FFCRA) requires applicable employers to provide employees with paid sick leave or expanded family and medical leave for specified reasons related to COVID-19. The Department of Labor’s Wage and Hour Division oversees the new law’s paid leave requirements, which apply through Dec. 31, 2020.

Workplace Discrimination

As employers determine the employees to call back to work, it’s important to use caution and treat all employees equally to avoid unintentional discrimination. ADA requires reasonable accommodations for individuals with disabilities, including during elderly workers and workers with underlying health conditions. The EEOC also provides guidance to help employers implement strategies to navigate the impact of COVID-19 in the workplace.

Testing Administration, Confidentiality, and Maintaining Employee Privacy

Testing, monitoring, and health screenings are subject to both state and federal confidentiality and privacy laws. Under the ADA, disability-related inquiries and medical examinations are normally prohibited. Since COVID-19 is considered a “direct threat,” employers are subject to new compliance requirements, including: Disability-related inquiries. Employers may ask employees to disclose certain COVID-19-related health information, including why they are absent from work and whether they have virus symptoms. Medical examinations. Measuring an employee’s body temperature and requiring an employee to submit to a blood or saliva test as part of a COVID-19 health screening are all allowed medical examinations under the ADA. The information collected from screening an employee or applicant, including temperature checks, is subject to the ADA confidentiality requirements and must be maintained in separate medical files. and disclosure must be limited. The CDC also provides guidance to help employers navigate testing, disclosure, and managing COVID-19 in the workplace.

Back to Workplace Policies and Procedures

Before returning employees to work, employers should review their employment policies concerning sick leave, family and medical leave, leave of absence, teleworking, and paid time off to ensure compliance with applicable new laws and regulations. Include new policies in your employee handbook and train employees on all new protocols and procedures for returning to work.

Assessing Risks

As the pandemic evolves, guidance from local, state, and the federal government and leading health authorities is likely to change, leaving employers exposed to a number of new legal obligations. In addition, the employment issues and level of risk factors may vary widely depending on the type of business or industry. Before bringing employees back to the workplace, employers should continue to follow the latest information on maintaining workplace safety and seek advice from legal and HR professionals to mitigate risks specific to your business.

Reopening Safely

Do you have concerns about reopening safely? To help businesses reopen with confidence, we created the COVID-19 Back To Work Employer’s Toolkit, which includes important proprietary forms, documents, best practices and dozens of other resources. And for a limited time, this valuable reopening plan, PLUS a 30-minute HR Consultation, for just $495.

Back To Work Post COVID-19

As states across the country continue to lift stay-at-home orders, business owners are preparing to reopen. Before you open your doors, consider the following measures to keep your employees safe.

MAKING THE DECISION TO REOPEN

Health and safety measures will be at the forefront of reopening.. For guidance, follow the recommendations issued by state and local health departments as well as the CDC. According to the CDC, you should consider reopening if you can answer “yes” to the following:

Is your business located in a community that no longer requires significant mitigation?
Will reopening comply with state and local orders?
Will your business be prepared to protect employees at higher risk for severe illness?

Before reopening, a business must address certain safety measures, such as a plan for promoting healthy hygiene practices, procedures for cleaning and disinfection, restrictions for non-essential travel, options for telework, social distancing requirements, restrictions for using shared items and spaces, and staff training on safety procedures.

PLANNING AHEAD

Most employers will find that their workplace will be different post-pandemic. First, check with state and local requirements in your area. Not every state, city, business, or industry will be the same. Then develop a plan that includes necessary staff changes, safety protocols, workplace modifications, and new HR policies and procedures. Conduct a Workplace Assessment. Gather information, lessons learned and feedback from your workforce to help guide your process for reopening. Take a look different scenarios and phases of reopening versus opening all at once. Identify Employees Essential to Reopening. Identify the positions that are essential for each phase of reopening. Carefully document your selection process to avoid potential allegations of illegal discrimination. Also become familiar with new legislation associated with COVID-19 and the ADA, the Rehabilitation Act, and other EEOC laws. In addition, plan ahead and cross-train employees in the event key employees are absent due to illness or exposure. Review Employee Classifications. During the pandemic, you may have made a number of staffing adjustments. If so, make sure your employees are correctly classified to avoid a costly compliance violation.

Review your Employee Benefits Program. Staffing adjustments may have prompted changes in your benefits program. Contact your benefits manager to determine if your plan still meets the needs of your employees and your business post-pandemic. Review Workplace Policies and Procedures. Review your existing policies procedures and make adjustments for changing legislation. Examples include attendance, work and flex hours, timekeeping procedures, travel policies, remote work, use of technology/equipment, Vacation/Paid time-off, leave policies including sick leave Develop Health Screening Protocols. Allowing employees to return to work and customers into your business will require additional measures to ensure their safety. Develop policies to control access to common and public areas. Implement mandatory screening protocols for all employees before entering the workplace. Consider the same for customers and job candidates. Also, develop guidelines for social distancing during testing, the logistics of how screening is conducted, and wage considerations for time spent waiting to be screened. Develop Policies for Employees with COVID-19 Symptoms or Diagnosis. Use the CDC recommendations as guidance for developing your workplace COVD-19 policy. Develop Accommodations for At-Risk Workers. Before you reopen, consider special accommodations, such as telework or reworking assignments to minimize contact, for employees considered as high risk. Develop Protocols for Cleaning and Safety. Your protocols may vary depending on the location and the level of active community transmission. Use the CDC and OSHA recommendations for cleaning and disinfecting work areas as guidance. Your policies should outline whether workers and guests are required to wear masks and the frequency of cleaning. Use approved cleaning chemicals for disinfecting areas and make sure you have the sources to provide adequate supplies of masks and hand sanitizer before you reopen. Assess High Touch-point Areas. To reduce risks, consider installing automatic door mechanisms, touchless soap dispensers. In addition to hands-free soap, towel dispensers, and faucets, a considered installing no-touch options, such as doors, card readers, and trash bins. Develop a Social Distancing Plan. Develop measures to ensure employees and customers meet the 6-feet guidelines for social distancing for workspaces and public areas. Limit the number of people and identify who is allowed access to your building at all times. Review the layout of your workplace to determine ways workstations, seating areas, can accommodate the latest safety recommendations. Consider adding cubicles and separate groupings, for example. Identify ways to control the access to your business. Consider assigned seating, shift work, and staggered work schedules. Have assigned desks for workers on the same shift. Staggering workdays can also help to reduce the number of employees working in the office at the same time.

Assess Technological Capabilities. The accelerated use of technology tested processes, systems, and the equipment required to be efficient. Take a look at the following:

Determine if you need to invest in additional equipment or another level of technology.
Assess the capabilities of your current software program to determine if additional modifications are required.
Evaluate the effectiveness of procedures such as keeping attendance and timekeeping records.
Determine if you have sufficient privacy and security protocols to protect your business.

Develop Communications and Training Procedures. Develop a plan to communicate all new safety procedures to your employees and customers. For example, post a notice at the entrance of your workplace and on your website that a facemask is required to enter your business and reserve the right to refuse service to those who do not comply. GETTING BACK TO WORK. Just because the shelter-in-place orders are gradually being lifted lifted across the country does not mean the pandemic has ended. As your business begins to plan for the transition to get back to work, things will be different. Before you open your doors, seek guidance to help you reduce your risks and reopen safely. ABOUT PROPEL HR. As an IRS-certified PEO, Propel HR has been a leading provider of human resources and payroll solutions for more than 20 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.

HR in the Time of COVID-19 (or The New Normal)

The past few weeks have been a roller coaster. Many people are working from home, some businesses have had to close their doors, and we are all remaining vigilant about our health and the health of those around us.

As a provider of human resources to small to mid-sized businesses, Propel HR has been extremely busy helping our clients navigate the new normal. We have helped clients reduce their workforces, secure loans through the Paycheck Protection Program, and provide paid leave under the Families First Coronavirus Relief Act (FFCRA). Each week, new regulations are released in response to this pandemic, and it is imperative that businesses stay current with the guidelines and make the best decisions to protect their employees and their bottom line.

Employees are the greatest assets of businesses, and typically the Human Resources department manages everything from hiring to compliance to discipline. Handling HR matters can be tricky during normal times, but what does HR look like in the time of COVID-19?

HR DURING COVID-19

Hiring Virtually. Many companies have had to reduce their workforce, but there are still industries hiring, and hopefully soon, more will be back on track to resume pre-pandemic hiring strategies. The typical interview and onboarding process will most likely look very different going forward. Remember to follow the same hiring guidelines and use technology as your vehicle during the process.

Performance Management. Many managers have struggled with how to manage employees working from home. Although challenging, it is basically the same as when employees are in the workplace. Focus on the work quality, communicate frequently, and document everything. Schedule daily check-ins with your team to keep everyone on track.

Ease Health Concerns. It is natural for everyone to experience anxiety right now and it is important that business leaders are sensitive to this. If your workplace is open, sanitize frequently, enforce social distancing, and guide employees through potential paid leave options if they are impacted by COVID-19 personally. Be vigilant when it comes to the safety of your workforce.

Promote a Positive Culture. Now more than ever, a positive culture is imperative. It is important for employees to feel valued and a part of the team. Use tools such as Microsoft Teams or Slack to keep an open line of communication while working from home. Reach out to colleagues by telephone and take time to listen to their concerns. We may not be able to gather together for celebrations, but we can still share good news and celebrate virtually.

Plan for Post-Pandemic. What does your workplace look like after COVID-19? Will employees still be able to telecommute? Will there be a staggered reopening? What measures are necessary to maintain a safe workplace? How will you address health concerns? Now is the time to prepare.

Most importantly, remember the human in Human Resources. This is a time of uncertainty for everyone and compassion is key. COVID-19 has changed the world as we know it. There may be a new normal for a while and the new normal may require a new way of thinking about HR.

Enhancing Employee Productivity during COVID-19

By now, your workforce may be working remotely, and you’ve had some time to evaluate the outcome, and how things are working overall. How have your employees adjusted? What are you doing now to make sure your employees are engaged and productive? What changes do you need to make in the coming months?

Here are a few strategies to help you enhance productivity and keep our employees engaged while working remotely.

Stay Connected and Communicate Regularly

It’s more important than ever before to stay connected. Schedule more check in calls with employees and host more video meetings with free conferencing tools, like Zoom and Google Hangouts, to keep remote workers engaged and connected.

Manage Expectations

A new working situation means defining expectations to help employees to become more efficient. Manage expectations by setting deadlines and keeping realistic goals. Define the scope of work, tasks, and deadlines and define deliverables.

Use Tech Tools to Boost Productivity

Thanks to technology, employees can be productive in any location. Equip your team with the tools that are right for the project and right for your teams. There are a number of tech tools available to help keep your remote teams on course. Here’s a shortlist of some of the most popular:

Microsoft Teams. A part of premium Microsoft Office 365 subscriptions, Microsoft Teams is a full-service collaboration and communication suite for video conferencing. Microsoft Teams allows remote workers to chat, meet, call, and collaborate all in one place.

Zoom. Zoom is a popular videoconferencing tool for team meetings and collaborating on projects.

Slack. A smart alternative to email, Slack integrates with Google Docs and DropBox. It has a robust API, enabling IT pros to tailor Slack apps for specific team needs.

Basecamp. For project management, Basecamp core functions include task management, messaging and collaboration, reporting, file sharing, and scheduling. It also includes tools for teams to work together, such as message boards and real-time group chat. Its flexibility also allows you to integrate third-party tools like time-tracking for specific projects.

Trello. When it comes to project management, Trello’s appeal is in its simplicity. Each bulletin board represents a project where teams can come together to collaborate, assign, and prioritize responsibilities, set deadlines, and determine deliverables.

Timely. Timely does more than track time. Working with a calendar interface, it schedules tasks and tracks time spent on specific projects in real-time.

Offer Training

At home or in the office, there’s only so much an employee can do in a day. Additional training, such as a time management webinar, may help workers become more efficient with their time.

Be Flexible

Working remotely is not the same experience for every employee. Suddenly, your workers are having to meet deadlines while homeschooling children, sharing workspace with a spouse, caring for family members, or managing working roommates. How can you preserve or enhance productivity when your employees have to juggle new changes, work commitments, and family? This may require a shift in focusing on specific outcomes for each employee and being flexible with the timelines to get there.

Encourage Self-Care

With the added pressure to be available 24/7, employees may feel that there is a blur between their work and personal space. As a result, levels of stress and anxiety are at an all-time high, so it’s important for HR professionals to help employees avoid burnout and achieve a healthy balance.

According to recent research, employees who took a daily 30-minute nap were more productive and had increased levels of patience and attention.

Encourage remote employees to exercise, get quality rest, and continue to work and live their lives as normal as they can. Help your employees create healthy boundaries. Suggest regular hours for work and support stepping away from the computer. Encourage regular breaks, which can boost their attention and well-being, as well as the company’s bottom line.

Show Appreciation

Acknowledge, recognizing, and rewarding employees for hard work is the key to boosting engagement and productivity among remote workers. Employee recognition can take many different forms, but to be effective, it should recognize and reward employee productivity and dedication.

A New Norm Requires A New Approach to HR

For many, managing a remote workforce may be new and require a new way of thinking about HR and a new way to enhance productivity. We are here to help and can show you how.

As an IRS-certified PEO, Propel HR has been a leading provider of human resources and payroll solutions for more than 20 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.

5 Ways a PEO can Help Employers Reduce Costs during COVID-19

As the COVID-19 crisis continues to unfold, how can you take care of employees and lower HR costs at the same time? Here are five important areas where a PEO can deliver significant value.

Lower HR-related Expenses. Saving money is a top priority for business owners with limited resources. A PEO can help businesses gain a new perspective on making effective cost-saving decisions now and for the long-term.

Studies show that businesses in a PEO arrangement grow 7-9 percent faster, have 10-14 percent lower turnover, and are 50 percent less likely to go out of business.

The ROI for companies that use a PEO – based on cost savings alone – is 27.2 % per year.*

In addition, while the PEO takes care of filing, processing, and managing the HR responsibilities, employers have more time to focus on their business. *Laurie Bassi and Dan McMurrer, McBassi & Company September 2019.

Reduced Liability. How can you conduct business within the framework of uncertainty?

As the pandemic continues, so do the risks of HR-related compliance issues. A PEO can provide guidance for navigating new and changing employment laws and help minimize the risks of costly compliance violations while protecting your employees and your company.

Better & More Cost-Efficient Benefits. Due to costs, small businesses often find high-quality employee benefits out of reach. A PEO can help employers gain access to high quality employee benefits, such as health insurance options with stable and affordable rates. This is because of the PEO’s ability to pool employees together into one group as a way to negotiate better plans at lower rates.

READ MORE: COVID-19 HR Checklist

Access to a Team of HR Experts. What type of HR policies do you need to have in place? What are the liabilities and legal responsibilities? What changes do you need to make in your benefits program? Partnering with a PEO is much like gaining access to a full-service HR division, with a team of HR experts who are up-to-date with new and changing employment laws and able to identify ways to streamline your HR.

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 their HR services in-house.

Managing Remote Workers. The pandemic forced many employees to work remotely from home. From productivity to liability, a PEO can help employers with a range of new issues associated with managing a remote workforce.

We Are All In this Together. Uncertain times are a challenge for any business, but it is especially so for a small business. And we are here to help. To learn how a PEO can save your business money, contact us at (800) 446-6567.

About Propel HR. As an IRS-certified Professional Employer Organization (PEO), Propel HR has been a leading provider of Human Resources and payroll solutions for more than 20 years. We partner 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.

One Day at a Time

When we rang in the New Year on January 1st, little did we know what 2020 had in store for us. The past few weeks have felt like years. My days are spent reacting rather than being proactive. Just a few short weeks ago, our team was having strategic planning sessions focused on our 2020 goals, and now we are working remotely and managing life from afar.

Companies have had to adjust their work schedules and processes while increasing sanitization efforts to ensure a safe environment. Many have been financially impacted and have had to implement furloughs and layoffs. Anxiety is high, as individuals and businesses don’t know what each day will bring. As a provider of HR services, Propel HR is helping our clients navigate this unprecedented crisis. We are learning more daily and are responding with compassion.

My mom always taught me to find the silver lining in every situation. As difficult as it may sometimes be, I do believe that there are positive lessons to be learned from everything. The world seems to be spinning right now and truthfully, at times, it feels that it is upside down. Yet, I know there are many valuable lessons to be learned. These are just a few.

Humans are Adaptable. From Zoom meetings to online school, everyone has embraced technology and the new ways to work and live. Darwin would be impressed with how people have adapted so quickly and creatively.

Communication is Crucial. We all know the importance of communication, but this crisis is testing our methods of delivery. Instead of discussing a project with your team in a conference room, we are using different platforms and documenting in different ways. We are also returning to the old fashion standard of picking up the telephone. Hearing a human voice is so meaningful and keeps us connected.

My grandmother loved country and gospel music. She would sing along to Merle Haggard’s rendition of One Day at a Time with a strong sense of faith. The past few weeks, I can hear her in my mind singing the chorus of this song. It reminds me that no matter what happens, we have to take problems as they come, and we cannot spend time worrying about a future that is so uncertain.

Right now, the world is full of examples of how amazing we are as people. We are adaptable, resilient, and kind. Together we will get through this and be better in the end. But we must remember to take it One Day at a Time.

COVID-19 HR Checklist

From filing deadlines, regulatory reporting, remote work issues, the COVID-19 pandemic has impacted many areas of small businesses and added additional responsibilities and new challenges for HR teams . Here are a few important changes and new laws that may affect your business during the pandemic.

PAYROLL

Review the Provisions of the New Families First Coronavirus Response Act (FFCRA). The new Families First Coronavirus Response Act (FFCRA) requires certain public employers and private employers with fewer than 500 employees to provide employees with paid sick leave or expanded family and medical leave for specified reasons related to COVID-19. Each covered employer is also required to display an associated poster, outlining the FFCRA requirements, in a location that is visible to all employees.

In addition, the federal government will reimburse small and midsize businesses and non-profit organizations for costs related to giving employees paid leave. To take immediate advantage of the paid leave credits, employers can retain and access funds that they would otherwise pay to the IRS in payroll taxes. These provisions, including claiming tax credits, apply beginning April 1 through Dec. 31, 2020.

COMPLIANCE

Prepare EEO-1 Report.Employers with 100 or more employees or federal contractors with 50 or more employees must submit a certified EEO-1 Report by May 31, 2020.

Review All Insurance Policies. Are your employees now using personal vehicles, computers, or other property to perform work functions? Contact your insurance broker to find out if you need to adjust your liabilities to cover any additional exposure. Also, check with your Workers’ Compensation broker to make sure that any changes in your work environment or changes in staff work assignments might have on your exposure and codes currently on your account.

New Form I-9 Review Requirements. During the COVID-19 outbreak, the U.S. Department of Homeland Security (DHS) announced that it would defer the requirement for employers to review Form I-9 documents in-person with new employees. The change applies only to employers and workplaces that are operating remotely. Employers must provide written documentation of remote onboarding and telework policies for each employee working remotely.

The physical documentation review is still required for employees working onsite. The new I-9 provisions are in effect until May 19, 2020, or within three business days after the termination of the national emergency.

BENEFITS

Evaluate Your Benefits Program Before Reducing Payroll. Before you consider a furlough, terminate employees, or implement a pay cut, consider how the action may impact your employee benefits program.

Here are a few issues to consider:

Verify health plan terms. Health plans may not automatically end when an employee is furloughed or terminated. Generally, the plan terms determine whether active coverage can continue during short-term leaves of absence, whether paid or unpaid. Work with your carrier to understand the terms of your plan.
Consider the ACA employer penalty. Employers may be subject to an ACA penalty for terminating group health plan coverage for failing to offer coverage to 95 percent of full-time employees. In addition, COBRA coverage must remain affordable to avoid an ACA penalty, which may require a continued or increased employer subsidy.
Review Severance Plans. Review your severance policies for the benefits that need to be provided to terminated employees.
Determine How Employees will continue to Pay Premiums and contributions. Will your employees be able to pay the premiums/contributions to maintain coverage during a leave period? Failure to pay monthly premiums for coverage could cause coverage to lapse, so it’s important to develop a plan in advance of making staff changes.
Consider the Impact of 401(k) and other Retirement Plans. Reducing your workforce may cause a “partial termination” under the rules of a 401(k) or other retirement plans. Check with your benefits broker or advisor for the specific provisions of your plan.
Review all Employee Agreements. How will a leave period or termination affect employee compensation and employment agreements as a result of a pandemic? Many employee agreements cannot be altered, so it’s important to review all implications of Section 409A of the tax code.

Prepare ERISA Plan Report. Applicable employers are required to file an employee benefits plan report, Form 5500, with the Department of Labor (DOL) if, on the first day of an ERISA plan year (which is different than the policy year), 100 or more participants are enrolled in coverage. In addition, health and life insurance and retirement plans require employers to provide enrollment figures and balances before the end of the year.

GENERAL HR

Review Best Practices for Remote Workers. Overnight, remote working became the new normal for many businesses. While not specific to the coronavirus, the U.S. Department of Commerce offers an in-depth guide for managing telework, remote works, as well as guidelines and policies for personal devices.

Update your Employee Handbook. Have you converted your office workforce to a home-office workforce? Transitioning your workforce to work remotely requires a number of changes that need to be reflected in your Employee Handbook, such as adding a “work from home” policy that employees must sign. This helps employees understand what your new work landscape looks like and manages expectations as employees navigate this new territory.

Review Important EEOC Updates. The EEOC enforces workplace anti-discrimination laws, the Americans with Disabilities Act (ADA) and the Rehabilitation Act. It also requires employers to provide reasonable accommodation and enforces rules regarding medical examinations and inquiries. During the COVID-19 pandemic, the ADA and Rehabilitation Act rules continue to apply, but does not interfere with or prevent employers from following the guidelines and recommendations of the CDC or state and local public health authorities. To help employers ward off the spread of the coronavirus, the EEOC provides the following guidance:

Taking an Employee’s Temperature. Generally, measuring an employee’s body temperature is considered a medical examination. The Americans with Disabilities Act (ADA) prohibits medical examinations unless it is job-related and consistent with business necessity.

Because the CDC and state and local health authorities have acknowledged community spread of COVID-19 and issued related precautions, employers are now allowed to measure an employee’s body temperature. The temperature reading should be kept confidential, and the person administering the temperature check should be trained on the procedure. The EEOC cautions that a person may not have a fever but still have COVID-19 or be a carrier.

Employers should have a full COVID-19 Response Plan that includes best practices for documentation and guidelines that go beyond taking an employee’s temperature. Consideration should also be given in advance on how to deal with employees who refuse.

Hiring Guidelines. Be familiar with the new guidelines for hiring, which include:

Employers may screen applicants for symptoms of COVID-19 after making a conditional job offer.
An employer may take a job applicant’s temperature as part of a post-offer, pre-employment medical examination.
An employer may delay the start date of an applicant or withdraw a job offer of a new hire with COVID-19 or displays symptoms associated with the disease.

Confidentiality. During a pandemic, ADA-covered employers are permitted to ask employees who call in sick if they have symptoms of COVID-19. Employers must maintain all information about employee illness as a confidential medical record in compliance with the ADA.

Returning to Work. Under the ADA, an employer can require employees to provide a physician’s note before returning to work. However, physicians and other health care professionals may not be accessible to provide documentation, so alternative methods should be considered, such as a form from a local clinic.

As the pandemic evolves, the guidance from public health authorities is likely to change, and employers should continue to follow the most current information on maintaining workplace safety. For more information, visit www.eeoc.gov.

Prepare Succession and Performance plans. Succession and performance plans prepare your business during transitions in leadership. It’s also a good opportunity to identify, train, and prepare those employees to step into leadership roles.

New Legislation & Financial Support for Small Businesses Impacted the Pandemic

The CARES Act. The CARES Act provides funds to help small business owners keep employees on their payroll. Provisions include:

$350 billion in forgivable loans for small businesses through the Paycheck Protection Program
Advances on SBA disaster loans never have to be repaid
Forgiving existing non-disaster SBA loan payments over the next six months

Paycheck Protection Program. The Paycheck Protection Program (PPP) helps small businesses keep their workforce employed. The new loan program will be available retroactive from Feb. 15, 2020, so employers can rehire their recently laid-off employees through June 30, 2020.

All small businesses, including non-profits, veteran organizations, tribal groups, sole proprietors, self-employed, and independent contractors, with 500 or fewer employees, or no greater than the number set by the SBA as the size standard for certain industries, are eligible. The program covers the entire cost of payroll and other eligible expenses for up to eight weeks. Provisions include:

Loans up to $10 million used to cover payroll, paid sick leave, insurance premiums, rent, utilities, and mortgage payments.
If you retain your full staff and payroll, all of your eligible expenses for up to eight weeks will be forgiven.
Eligible businesses must complete a PPP loan application form with the required documentation by June 30, 2020.

For more information, visit www.SBA.gov/Coronavirus.

Employee Retention Credit. The Treasury Department and the Internal Revenue Service recently launched the Employee Retention Credit, designed to encourage businesses to keep employees on the payroll. The refundable tax credit is 50 percent of up to $10,000 in wages paid by an eligible employer whose business has been financially impacted by COVID-19. The credit is available to all employers regardless of size, including tax-exempt organizations, with gross receipts below 50 percent of the comparable quarter in 2019. Wages paid after March 12, 2020, and before Jan. 1, 2021, are eligible for the credit.

Employers can be reimbursed immediately for the credit by reducing their required deposits of payroll taxes that have been withheld from employees’ wages by the amount of the credit. Eligible employers must report their total qualified wages and the related health insurance costs for each quarter on quarterly employment tax returns or Form 941, beginning with the second quarter. If the employer’s employment tax deposits are not sufficient to cover the credit, the employer may receive an advance payment from the IRS by submitting Form 7200,

NEED HELP?

We are all in this together, and Propel HR is here to help you stay up-to-date with a helpful one-page HR Checklist. On it, you will find important changes related to payroll, benefits, compliance, and general HR. Depending on the type of business and industry, your checklist may be different and even more complex. If so, just contact us. By partnering with a certified PEO (CPEO), you gain access to a team of experts to help you navigate the complexities of your business as well as stay compliant during these uncertain times.

To learn more, visit www.propelhr.com, and to download a helpful one-page COVID-19 HR Checklist, visit www.mypropelpro.com/checklist.

PLEASE NOTE: This information is for general reference purposes only. Because laws, regulations, and filing deadlines are constantly changing, 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 7, 2020)

Adjusting to Working Remotely

For years, remote working has been on the rise. While many businesses were already moving in that direction, the unexpected outbreak of COVID-19 left many workers with little option but to work from home.

Benefits of Working Remotely

In addition to health and safety, working from home has many advantages, including:

Increased Productivity. Most remote employees have fewer interruptions from peers when working from home and have more flexibility to work different hours more freely. Research shows that remote workers are more productive, with 53% of remote workers likely to work overtime, compared to 28% of those working in an office.

Better Work-life Balance. Time saved from not having to commute to work can be spent with family and friends. According to a recent study, those who work at home are in better health and more productive. Overall, employees who have more control over their work schedule and perceive their time is spent more efficiently, are happier, have less stress and a better work-life balance.

Cost Savings. Working remotely allows you to save money on food, commuting, dry cleaning, parking, and other expenses associated with having to report to a workplace.

MAKING THE ADJUSTMENT

If you are new to working remotely, here are a few tips to help you adjust.

Designate a Workspace. Designate a room in your home as your official workspace. If you don’t have a separate room, find a specific area with minimum traffic flow.

Set Your Boundaries. Just because the location of your job has changed doesn’t mean the work has changed. Set clear boundaries with family and friends to prevent interruptions.

Manage Expectations. While your employer may be flexible with a new remote work situation, it’s important to understand and manage expectations. Set yourself up for success by defining the scope of work, tasks, and deadlines and deliverables with your employer.

Communicate. Communicate. Communicate. It’s more important than ever before to stay connected. Chat and messaging apps make it easy to connect, ask questions and even recognize other co-workers and managers for their support. At times, working at home may feel isolating, so it’s helpful to schedule regular calls with managers and other team members to stay motivated and engaged.

Required Equipment. Working at home means your employer will need to make sure you have the right type of equipment to get your work done, such as computers, software, security, mobile devices, or even an enhanced high-speed internet connection.

Take Advantage of Remote Team Tools. Mastering work remotely also about finding the right tools to stay productive and connected to your team and your company. Look into remote tools and software that’s designed for collaboration, communication, and efficiency and that addresses the unique needs of your team.

For project management, software like Basecamp has features such as task management, messaging and collaboration, file sharing, scheduling, and reporting,
For tracking time, apps like Timely allows you to schedule tasks and track the time spent on projects in real time, and has a function to track earnings for hourly workers.
For team communication, tools like Slack or Microsoft Team are helpful for connecting and communicating with team members.
For video conferencing and screen sharing, Zoom is helpful for team meetings and collaboration.

Enhance Your Skills. Take advantage of online workshops and courses, such as LinkedIn Learning, Udemy, or free online courses, to boost your skills and learn something new.

Managing Triple-Duty for Working Parents. The closing of schools and daycares means the role of working parents has tripled to include: full-time employee, full-time caregiver, and teacher. How do you juggle it all and still work efficiently at home when you have children?

Take advantage of the flexibility and implement strategies like establishing a routine with a schedule that works for your employer and your family. Be consistent and set clear boundaries, and share shifts with a spouse.

A Time for Patience and Understanding. Health and government officials are working together to maintain our safety, security, and health. For many, the transition to work remotely may be new and unexpected. Like any change, it’s understandable that it will take time to adjust to a new way of working.

Managing Workplace Change during COVID-19

The coronavirus (COVID-19) pandemic has rapidly moved past containment and has now entered a new phase. Popular events, such as SXSW, major sporting events, and trade shows have been canceled. Restaurants, retail shops, and schools have also closed in an aggressive measure to blunt the curve of the spreading virus. The new norm is here.

READ MORE: Prepare Your Business for COVID-19

How will your businesses handle the changing situation concerning COVID-19? Some of the most common challenges businesses may face include:

A Distracted Workforce. During a time of uncertainty,employers may experience changes in productivity. When productivity drops, which customers or areas of business will be affected, and why?

Payroll Issues. Are you required to pay workers who are quarantined? Will you pay contract workers who need to work onsite? Do you have staff available and the right processes in place to handle changes in payroll?

Staying in Compliance. What happens if an employee refuses to work out of fear of contracting COVID-19? As an employer, what are your legal responsibilities and liabilities? What are the workers’ compensation implications? Are your sick leave policies flexible and consistent with public health guidance?

New Processes and Systems. As more employees begin to work remotely, is your company prepared for a potential access overload? Are you balancing new systems and processes with a human approach?

Managing Finances. The pandemic will have an economic impact on all businesses. Are you prepared for delayed payments, customers who can’t pay, and the increased cost of working remotely?

Take Action

While we continue to face many unknowns, it’s time to take action. The following are a few practical strategies to address now.

Control the Spread of Misinformation. In a time of uncertainty, transparency and honest communication are key to building trust and managing fear. Control the spread of misinformation by delivering the facts from reliable sources such as the CDC and World Health Organization(WHO).

Practice Safety Leadership. Keep your workplace safe by encouraging your employees, customers, clients, suppliers, and vendors to follow the CDC guidelines, including:

Practice good hygiene and stop handshaking
Clean hands at the door, and send regular hand-washing reminders by email
Limit handling of cash
Regularly disinfect surfaces like doorknobs, tables, desks, and handrails
Increase office ventilation by opening windows or adjust the air conditioning.
Use booking and scheduling methods to stagger customer flow
Use videoconferencing for meetings

As the COVID pandemic evolves, guidance from public health authorities is likely to change. Therefore, employers should continue to follow the most current information on maintaining workplace safety.

Check OSHA Requirements and State Safety Standards. Under the Occupational Safety and Health Act of 1970, employers are responsible for providing safe and healthy workplaces for employees. While there are no specific OSHA standards covering COVID-19, there are requirements that may apply to prevent occupational exposure to COVID-19. Check OSHA standards as well as OSHA safety standards in the state where you do businesses.

Check Wage & Hour Division Requirements. The Wage & Hour Division provides information on common issues employers and employees face regarding COVID-19, including wages and hours worked under the Fair Labor Standards Act (FLSA) and job-protected leave under the Family and Medical Leave Act (FMLA).

Check Specific Requirements under EEOC and ADA. The EEOC enforces workplace anti-discrimination laws including the Americans with Disabilities Act (ADA) and the Rehabilitation Act. During the pandemic, the ADA and Rehabilitation Act rules continue to apply, but do not interfere with or prevent employers from following the CDC guidelines or state and local public health authorities. For example:

If an employee calls in sick, how much information may an employer request from the employee, in order to protect the rest of its workforce during the COVID-19 pandemic? During a pandemic, ADA-covered employers may ask employees if they are experiencing symptoms of COVID-19. In compliance with the ADA, employers must maintain all information about the employee’s illness as a confidential medical record.

When may an ADA-covered employer take the body temperature of employees during the COVID-19 pandemic? Generally, measuring an employee’s body temperature is considered a medical examination. Because the CDC and state/local health authorities have acknowledged community spread of COVID-19, employers may measure employees’ body temperature. However, employers should be aware that some people with COVID-19 may not have a fever.

Managing a Remote Workforce. Successfully managing a remote workforce requires an adjustment in policies, communications, management techniques, and mindset. Make sure that employees have the tools, equipment, and resources needed to be productive.

Investigate Resources for Small Businesses. Resources are available now to help qualifying small businesses. Visit the Small Business Administration (SBA) for employer guidance and information on their Economic Injury Disaster Loan program.

Show Your Employees that You Care. While no one can predict how the pandemic will continue to unfold, one thing is certain, disruptions and changes are ahead. Putting your people first and showing employees that you care can go a long way during change.

About Propel HR. An IRS-certified PEO, Propel HR has been a leading provider of human resources and payroll solutions for more than 20 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.