New Evaluation Criteria for Independent Contractor Status

By: Amber Thompson, HR Advisor

Effective March 11, 2024, all organizations must comply with the newly enacted Department of Labor (DOL) rules regarding the proper classification of independent contractors.  The new rule will now require all employers to evaluate six factors when classifying workers as an independent contractor, making the burden of classifying a worker as an independent contractor much more difficult to meet.   

The six factors that must be considered in the new test include the following:  

1. Opportunity for profit or loss depending on managerial skill. 

2. Investments by workers and the potential employer. 

3. The degree of permanence of the work relationship. 

4. The nature and degree of control. 

5. The extent to which the work performed is an integral part of the potential employer’s business. 

6. Skill and initiative 

If a worker does not meet all six factors of the test and is misclassified as an independent contractor, the consequences for misclassification could be severe.  Employers who misclassify workers will be potentially liable for unpaid overtime going back up to three years, double damages, and attorneys’ fees and costs incurred.  In light of the new rule, employers who use independent contractors should review their classifications as soon as possible to ensure such workers are properly classified under the DOL’s new rule to prevent financial penalties and loss.  

The team at HR Solutions Group appreciates how the post-pandemic work environment has allowed organizations to ‘think outside the box’ when it comes to employment strategies. However, now more than ever, it is important that organizations get it right when it comes to properly classifying workers. Our team is well versed in the new rule and the strategy of working through each of the six factors to ensure proper worker classification.  We are available to support your organization as you evaluate existing independent contractors’ employment status, as well as help you navigate the consideration of future worker employment relationships. 

When & How to Buy HR Software

By: Lindsey Leonardis, Senior Consultant

Working on your 2024 budget?  Don’t finalize it without including a line item for a Human Resource Information System (HRIS).  A good HRIS is more affordable than you may think and it drives tremendous value for employees, leaders, and HR professionals. 

You should have an HRIS if you are:   

• A multistate employer

• A multi-location employer

• Supportive of remote work

• Worried about compliance

• Interested in providing a modern employment experience

• Looking for a paperless and organized recordkeeping solution

• Focused on building out an HR infrastructure, not necessarily an HR person or team

What should you consider when selecting an HRIS?

The “must have” features include:

• e-Signatures - allows you to efficiently collect employee signatures on employment documents in an affirmative, secure, and verifiable way

• Onboarding and Offboarding - allows you to standardize your approach based on the state, office location, or even the role the employee is working in

• Applicant Tracking - positions you to track and communicate with active or passive candidates

• Workflows and Approvals - provides checks and balances on changes to important and sensitive information such as compensation, tax information, job title, etc.

• Paid Time Off Tracking and Reporting -automating accruals, requests, and approvals keeps everyone more organized

Other considerations include:

• User Experience (UX)  - software needs to be intuitive and accessible to all users on mobile devices

• User Defined Data Access Permissions - this allows you to create role based permissions so the right people have access to view and edit the right information

• Ability to Integrate with Payroll - integrating with your payroll system streamlines the process,  saving you from manual data entry and reducing your risk of error

• Open API - an open API makes it easy to integrate other applications, such as scheduling and attendance tracking, expense reporting, pre-employment screenings, etc., into the software

• Data is Owned by the Employer - having ownership of the data mitigates your risk and is important should you ever move to another software system

The team at HR Solutions Group is available to support you with identifying your needs and wants from an HRIS, selecting the right HRIS, and implementing it so the transition is successful.

Multistate Employer Considerations

By: Sara Vereeke, HR Consultant at HR Solutions Group

Multistate employers face additional complexities and challenges for compliance, competitive practices, and building a cohesive employment experience. We have worked with a variety of multistate employers to help them create a plan to address these items. One particular client is a great example of the support HR Solutions Group can provide. This client was a small remote-first organization with less than 30 employees. Although the organization was small, they had employees in nine different states.

HR Solutions Group supported the organization with:

Multistate Employee Handbook: Developed one employee handbook that complied with state labor laws and has built-in flexibility for changes in state locations.

• Compensation Guidelines: Created a compensation philosophy that acknowledges the organization’s approach to geographic compensation variability as well as career growth paths in a smaller organization.

• Benefits Plan Design: Advised on plan design and considerations to ensure national coverage and competitiveness in the marketplace.

• Virtual Engagement: Created opportunities to promote engagement with remote staff.

• HR Software / Workflows: Implemented web based HRIS software to ensure that all recordkeeping was paperless and managers had access to important employment records. Designed workflows that informed key partners (CPA firm, benefit administrators, HR support) and ensured that timely data was received in a seamless, efficient way. Ensured compliant new hire paperwork was issued and completed based on each employee’s state of residence.

• Payroll System / Process: Created a payroll process and engaged a system that can handle the state tax processing and reporting requirements. Also created a process to request new state Tax IDs and implemented them in the payroll system.

• Workers’ Compensation: Ensured that each state was listed on their General Liability / Workers’ Compensation policy.

If you are leading a multistate organization or considering adding remote employees in other states and municipalities and would like help navigating these challenges, we are here to help. Feel free to reach out to us at hrsupport@thehrsolutionsgroup.com or via phone 616.719.5372.

Effective June 30, Michigan Expands its Distracted Driver Law

What is changing?
Currently, the Distracted Driving Law prohibits drivers from texting while driving. Once June 30 arrives, all drivers are prohibited from physically supporting an electronic mobile device to perform any task while operating a vehicle, including, but not limited to:

• Sending or receiving a phone call.

• Sending, receiving, or reading a text or email message.

• Viewing, recording, or transmitting a video.

• Accessing, reading, or posting to a social networking site.

Please note that doing these things at a stoplight/stop sign, etc. are not allowed. You are still considered to be operating a vehicle even when stopped. Authorized First Responders are exempt from this new law.

What is allowed?

• You can still make phone calls or use your GPS or mobile electronic device for navigation purposes as long as you are using a hands-free method.

• What does hands-free mean? Placing your mobile electronic device in a dashboard mount and using voice commands to control the device or connecting your mobile electronic device to the touch screen that is built into your vehicle. 

• In the event of an emergency situation, an exception is made for all drivers to use a handheld mobile electronic device to contact 911.

What does your organization need to do?

• Employers should review their handbook policies to ensure compliance with these new requirements. 

• Determine if any action is needed to help equip employees with hands-free solutions for those who drive for company business.

• Educate your team! Get the word out to help them understand what is changing so they do not get pulled over and fined/ticketed.

Want to move forward with confidence?
The team at HR Solutions Group is available and ready to help your organization review your policies and ensure compliance with these changes.

Caring For Your Team Through Flexible Work Schedules

By: Sara Vereeke, HR Consultant at HR Solutions Group

According to Mercer’s 2022 Inside Employees’ Minds Study, 51% of employees reported feeling exhausted on a daily basis. In the same study, employees listed work-life balance and boundaries as one of their top needs. To support employees, reduce stress, increase productivity, and attract/retain top talent, we recommend considering flexible work schedules. 

Ideas for you to consider:

Modified Workweek:

• Designated Half Day:  Rearrange work hours to close one afternoon per week

• Rotating Half Day:  Rotate afternoons off to allow coverage for a full workweek

9 Days / 80 Hours: This arrangement allows for 1 day off every other workweek

4 Day Workweek:  Work longer days to allow 1 day off per week

Flex / Modified Work Hours with company designated core work hours

Keep in mind that employees have different needs.  A good place to begin is to start by having open conversations with your team.  Discuss their current work schedule and if flexibility would be helpful to them.  This shows care for their overall wellbeing and helps you understand their unique needs.

Before you offer any of these options, you should meet with the leadership to gain support. We always recommend trying these approaches on a ‘trial’ basis with an evaluation at the end of the trial period. This allows a natural opportunity to inquire how the new schedule is working.  In all cases, it needs to meet the needs of your business / customers as well as employee needs.

The team at HR Solutions Group can help you implement flexible work schedules or other ways to provide a supportive working environment.

PUMP Act and Pregnancy Workers Fairness Act

By Lindsey Leonardis, Senior Consultant at HR Solutions Group of West Michigan

Did the recent celebration of Mother’s Day leave you wondering how your business can support new mothers in the workplace?  You can start by ensuring you are compliant with recent PUMP Act legislation changes and the pending Pregnancy Workers Fairness Act. 

The PUMP Act legislation gives nursing employees the right to take a break from work to pump breast milk, and a private space in which to do it, for up to one year after a child’s birth.  The space does not have to be permanently set aside for pumping breast milk, and can be as simple as a room with a lock on the door and signage, but it cannot be a bathroom.  These breaks can be unpaid, unless the employer already provides paid break times, but employers need to be careful with the inclusion of exempt employees. 

What recently changed with the PUMP Act:  

• Businesses with fewer than 50 employees are now expected to comply unless the business can show undue hardship.

• Exempt employees are now covered. 

• As of April 28, 2023, employers who are in violation will be liable for legal or equitable remedies.  Remedies may include employment, reinstatement, promotion, and the payment of wages lost and an equal amount as liquidated damages, compensatory damages, make-whole relief, and punitive damages where appropriate.

The Pregnancy Workers Fairness Act goes into effect on June 27, 2023, and requires covered employers to provide reasonable accommodations to a worker’s known limitations related to pregnancy, childbirth, or related medical conditions, unless the accommodation will cause the employer undue hardship.  Covered employers include private and public sector employers with at least 15 employees, Congress, Federal agencies, employment agencies, and labor organizations.

Other considerations for making your workplace an attractive place for new mothers include adding or enhancing benefits and policies such as maternity leave, parental leave, short term disability, and flexible work arrangements. 

The team at HR Solutions Group is available to support you with benchmarking, writing, and implementing benefits and policies that ensure your workplace meets the needs of new mothers.

Why Updating Your Employee Handbook May Be Necessary

By Sara Vereeke, HR Consultant at HR Solutions Group of West Michigan

The company has changed, added, or modified policies to attract, retain employees, and keep contemporary with the labor market trends. 

Well written Employee Handbooks should be the “go to” resource for questions, verification of policy, and guidance for leaders. Outdated policies can cause employee frustration and legal issues as actions taken may not match your Employee Handbook policies.   

The current Employee Handbook is written in ‘legalese’ and is hard to understand. 

Using a conversational approach and tone makes an Employee Handbook easy to understand for a wide range of audiences and can enhance your desired company culture.    

You now offer Hybrid/Remote options. 

This emerging trend has become standard. Well-defined guidelines are necessary to effectively manage expectations of employees and their leaders.    

Employees are located in multiple states. 

Each new state brings additional compliance and policy requirements. We recommend adding an addendum to your Employee Handbook to address the state and municipal level labor law requirements.   

It has been more than 2 years since the last compliance review. 

In the past few years, we have seen a dramatic increase in new or modified medical leave, pay transparency, pre-employment screening, marijuana, domestic violence, gender expression, minimum wage, and other laws set at the local, state, and federal level.

HR Solutions Group of West Michigan’s Employee Handbook review process includes offering guidance on competitive practices, solutions to on-going employee issues, federal, state, and local legal compliance. Reach out today to inquire how we can support you via email hrsupport@thehrsolutionsgroup.com or give us a call at 616.719.5372. 

Michigan Employers: Court Decision on Earned Sick Time Act and Minimum Wage Changes

Many Michigan employers have been anxiously awaiting a court decision on Paid Sick Time and Minimum Wage Changes scheduled to be effective in February. Today the Appeals Court published a decision that reversed a lower court decision that would have resulted in significant changes to Paid Time off and Minimum Wages for Michigan employees.

This decision means that the existing Paid Medical Leave Act (PMLA) will continue to be in place for Michigan employers with over 50 employees and the Earned Sick Time Act (ESTA) will not be implemented.

In addition, Minimum wage in Michigan will remain at $10.10 instead of increasing to $13.00.

The case is likely to be appealed to the Michigan Supreme Court, so we may revisit these topics again, but for now existing laws are staying in place. If you would like to read more about this decision, here’s a great article published on MSN: Michigan minimum wage increase, paid sick leave wiped out after appeals panel ruling (msn.com)

As always, if you have any questions about this or other HR matters, please reach out to your HR Solutions Group contact or our office at 616-719-5372.

What’s Changed in Michigan for Employer COVID-19 Compliance Requirements?

Many of you are wondering what’s different now. Well, a few things have remained the same while some have gone away. Here’s a great summary from Miller Johnson, our Labor Law Attorneys that we recommend you review. 
https://millerjohnson.com/publication/new-miosha-rules-whats-in-whats-out-whats-next/
 
If you would like to discuss any of the recent changes or requirements, or would like our assistance regarding any of the items below, please contact us at hrsupport@thehrsolutionsgroup.com or 616.719.5372 to schedule a meeting. 

• COVID-19 Emergency Response and Preparedness Plan Updates

• Approach to Remote Work Going Forward

• Requesting Vaccination Records

• Transition Plans to In-Person Work

• Employee Communication Strategy on Company Policy Changes

Don’t Throw Away Those Masks… Even If You’re Fully Vaccinated

On May 15th, the State of Michigan lifted the requirement to wear masks for individuals that are fully vaccinated - sort of. Employers are still subject to follow the same guidelines as before - masks are required for common areas, meetings, shared spaces, and when you cannot maintain six feet of separation. Yes, this requirement applies to all - even the fully vaccinated.   

More details at Coronavirus - May 15, 2021 Gatherings and Face Mask Order (michigan.gov). 

Returning Employees To The Workplace And Unemployment Changes

Returning Employees to the Workplace & Unemployment Changes

Michigan reached the 55% vaccination threshold on May 10th. On May 24, we anticipate allowing a return to in-person work across all sectors.

Returning to the workplace brings philosophical, policy, and emotional considerations that employers should take into consideration. Consider writing a Return to the Workplace Plan

to share your organization's approach and resources available to employees.

Here's the Table of Contents for the Return to the Workplace resource we have developed:

• Company Approach to In Person, Remote, & Hybrid Work

• Timeline for Change

• How We are Adapting

• Office Hours

• Mask Etiquette

• Daily Health Screening

• Managing Stress in a Pandemic

• Resources for Employees

To learn more about the ‘MI Vacc to Normal Plan’ and Vaccine Rollout, visit www.michigan.gov/covidvaccine to view the COVID-19 Vaccine Dashboard.

Unemployment Changes in Michigan

• Michigan unemployment no longer covers missed time related to COVID quarantine, isolation, illness etc. as it had under the temporary orders. The federal Pandemic Unemployment Assistance (PUA) program may still be available for the $300. This impacts the strategy of offering unemployment instead of Emergency Paid Sick Leave (EPSL) or Emergency Family Medical Leave (EFML).

• The Workshare program rules have gone back to the traditional requirements such as 15-45% instead of 10-60% of their schedule.

• Unemployment costs are now being charged back to the employer instead of the “no charge account."

See link for details for the quick summary.  Employment Updates: MIOSHA and Unemployment Benefits Matters - FSBR (fsbrlaw.com)

New Executive Order Regulations – Are you compliant?

Governor Whitmer’s Executive Order 2020-145 was quietly released on July 9th.  This new Executive Order specifically outlined increased employer responsibilities in response to COVID-19. 

Here are some of the highlights of the newly revised requirements. 

All businesses who have employees report in person must:

• Implement a Preparedness & Response Plan aligned with OSHA requirements

• Designate an individual to implement, monitor, & report COVID-19 control strategies

• Provide COVID-19 training to employees

• Post workplace signs in primary language of employees

• Conduct daily self-screening protocol of symptoms

• Keep employees 6’ apart, whenever possible

• Provide masks (non-medical grade okay)

• Require use of masks when employees are less than 6’ apart or in shared spaces, including during in-person meetings and in restrooms and hallways

• Increase cleaning

• Make cleaning supplies available and allow for time to sanitize or wash hands

• Immediately report any confirmed case of COVID-19

• Restrict travel to business essential only

• Promote remote work

Offices must also:

• Implement spacing and entry points to reduce congestion

• Restrict use of non-essential common space (i.e., cafeterias)

• Provide guidance with visual cues for movement

• Prohibit social gatherings / meetings that don’t allow for social distancing

• Provide disinfecting supplies and require employees to wipe down workstations 2x daily

• Post good hygiene signs

• Disinfect high-touch surfaces

• Minimize shared items

• Implement cleaning & communication protocols when employees are sent home with symptoms

• Provide notification of confirmed cases / potential exposure to employees

• Suspend all non-essential visitors

• Restrict non-essential travel, including in-person conference events

Legal Alert: Sex Discrimination - Supreme Court Ruling Requires Employers to Take Action

On Monday, June 15th the Supreme Court ruled that sexual orientation and gender identity is protected under Title VII of the Civil Rights Act of 1964.  Title VII specifically prohibits employers to discriminate against any individual based on race, color, religion, sex, or national origin.  Prior to this recent ruling, sex discrimination was commonly interpreted as male or female.  While many organizations have voluntarily implemented policies to protect the rights of lesbian, gay, bisexual, and transgender (LGBT) people, now all employers must follow this new interpretation. 

Employers may not

• fail or refuse to hire someone based on their LGBT status,

• discharge an employee based on their LGBT status, or

• otherwise discriminate against an individual based on their LGBT status.

As you make employment decisions and manage your workforce, it is important to keep in mind that LGBT status is now a basis for Title VII claims.  Make sure that employment decisions continue to be based on non-discriminatory reasons, such as performance or for being in violation of company policies.

HR Solutions Group actively supports our clients through legislative and judicial changes that impact HR practices and compliance.  We recommend that employers who are covered by Title VII update their employment policies to specifically call out the additional protections.  Please contact Renee Goodemoot, Consulting Services Manager, if you’d like our team to ensure your employee handbook is compliant with the most contemporary federal and state labor laws. 

Let us help! Talent Acquisition Support

40 days < 9%

Average time to hire Average cost of services

< 9% of annual wages     
           

At HR Solutions Group, our talent acquisition team provides hiring support to clients with exceptional results at an affordable cost.  In this tight labor market, we continue to average under 40 days to fill openings.  In addition, our cost to fill positions has averaged under 9% of first year’s earnings!  As a reminder, we charge for our actual time and expenses to support your talent acquisition needs - no extra placement fees.

SOME OF OUR RECENT HIRES:

• Operations Manager

• Accountant

• IT Systems Administrator

• HR Director

• Manufacturing Assembler

• Support Technician

• Sales Account Manager

• Buyer

• Custome Machine Builder

• Customer Service Representative

• Chemist

• Controls & Automation Engineer

• Quality Inspector

• Journeyman

• Field Service Technician

• Marketing Specialist

• Material Handler

• Inside Sales Representative

Our Process

We work as an extension of your team, using your company and brand standards.  Our services start with a kick-off strategy meeting to understand your company, the position, and success factors for your unique culture and needs.  The search will be managed using web-based applicant tracking software that efficiently tracks, shares, and communicates with every candidate that applies to your open position.  The combination of our approach and the software provides the foundation of a great hiring experience for both the hiring manager and the candidate, ensuring you build your best team.

Let us support your talent acquisition needs so you can focus on growing your business.  We will keep you staffed with cost effective, timely hires that align with your culture. 

Contact us to get started right away!
Call 616.719.5372 or email recruiting@thehrsolutionsgroup.com

Two Changes For Employers Effective Immediately

New COVID-19 Preparedness & Response Plan Required
Executive Order 2020-42 extended “Stay Home & Stay Safe” in Michigan through April 30, 2020.  Under Section 10 a. in this order, there is a specific directive that all employers who are maintaining even minimum essential operations in which employees must report to work are required to have a written COVID-19 Preparedness and Response Plan, consistent with recommendations in Guidance on Preparing Workplaces for COVID-19, developed by the Occupational Health and Safety Administration available here. Such plan must be available at company headquarters or the worksite.  In an effort to help our clients, HR Solutions Group has prepared a template for you to work through with your point of contact with our firm. 

Unemployment for Immunocompromised
An additional point of clarification is in the area of unemployment eligibility.  Unemployment eligibility in Michigan was expanded to include individuals that are immunocompromised and who do not have access to other paid leave or are laid off and unable to telecommute. 

In previous correspondence and webinars, HR Solutions Group confirmed that employees who are afraid to work are not eligible for unemployment if work is available.  Considering this unemployment eligibility benefit expansion, we recommend that employers seek to understand the reason why an employee who is required to come to your workplace during the active “Stay Home & Stay Safe” order is afraid to report to work.  Should an employee express health concerns, as the employer your designated medical leave representative should ask the employee if he/she is able to substantiate meeting high-risk immunocompromised status under the CDC guidelines and consider eligibility for available paid leave (i.e., EPSLA, Sick Pay, PMLA, PTO).  If no available paid leave applies, we recommend that the employee requests an unpaid leave of absence for medical reasons and include medical documentation to substantiate the health reasons identified by CDC guidelines.  Upon approval, the responsibility will lie with the employee to submit and further substantiate their claim with the unemployment agency.  It is important to note, that this type of leave does not fall under a job protected leave and will discontinue at the expiration of the “Stay Home & Stay Safe” order.  While the leave is not explicitly job protected, HR Solutions Group does not recommend any discipline or discharge of immunocompromised employees who seek to shelter at home to stay safe.

If you need assistance or guidance regarding these new requirements or other HR related matters, please feel free to reach out to Renee Goodemoot at 616-719-5372 or reneeg@thehrsolutionsgroup.com to coordinate next steps.

Continue to be safe and be well!
The HR Solutions Group Team

DOL Guidance on EPSL

PUBLISHED 04.03.20

Dear Clients & Friends of HR Solutions Group,

Our team continues to monitor the guidance being released by the Department of Labor (DOL) and local law firms. 

A significant point of clarification came with the use of Emergency Paid Sick Leave (EPSL) for companies that closed as a result of the Stay Safe Stay Home Executive Order in Michigan.  This took many companies and law firms by surprise.  Previously, all guidance indicated that any state or local Stay At Home order didn't technically meet the criteria for using EPSL. The rule now clarifies that it does include “orders that advise some or all citizens to shelter in place [or] stay at home,” the DOL’s test for determining whether an employee who is subject to a stay-at-home order can take paid sick leave based on that order substantially limits the scope of eligible employees:

• Essentially, employees can only claim paid sick leave based on a stay-at-home order if the stay-at-home order is the sole cause of their inability to work. In other words, they would have to be able to work “but for” that order. If there’s any other reason why they cannot work, they do not qualify.

• This is true even if the other reason employees wouldn’t be able to work is directly caused by the stay-at-home order (for example, the stay-at-home order forced the business to close or the business closed because of a lack of customers due to such order).

A few key reminders on this point:

• April 1 (this week) is the first anyone could have considered using Paid Sick Leave anyway.

• For most employees, unemployment is still the better option due to the extra $600 in addition to the state $362 maximum.  For employees making over the new $962 combined unemployment rate you could consider using Paid Leave instead for 2 weeks if they meet the criteria.

• If an employee is on unemployment, they are not eligible for Paid Leave. Unemployment is typically for lack of work or being unable to work.  This is somewhat blurred now with the option to use EPSL in certain situations that resulted from the Stay at Home Executive Order.

• We don't recommend changing from Unemployment to EPSL in the middle of a work week if possible for cleaner unemployment benefits processing.   

These further clarifications and additions may cause employers to revisit their workforce planning strategy.   

The DOL also has provided more guidance on the documentation requirements for EPSL & Emergency Family Medical Leave Expansion Act (EFMLA).  We are currently updating our internal leave request forms and calculation worksheets to reflect these changes.  Full details can be found at federalregister.gov/d/2020-07237 and DOL Q&A.

Please give our office a call at 616-719-5372 or email at reneeg@thehrsolutionsgroup.com if you would like to schedule a time for us to walk through your specific situation and/or would like some assistance with the above mentioned documentation and planning.
 
We are here to help you, should you need us. 
 
Be well and stay safe,
The HR Solutions Group Team

Employer Toolkit Available for COVID-19 Compliance

PUBLISHED 03.27.2020

Dear Clients & Friends of HR Solutions Group,

As you are likely aware, all employers under 500 employees are required to offer Emergency Paid Sick Leave Act (EPSLA) and Emergency Family Medical Leave Expansion Act (EFMLA) as of 4/1/20 in accordance to the rules set forth in the Families First Coronavirus Response Act. HR Solutions Group has been closely monitoring the guidance from Federal and State agencies and our trusted legal counsel providers. We have created a resource toolkit to assist our clients to navigate through these uncharted times. Please note, our toolkit is being updated on a daily / almost hourly basis based on DOL & legal guidance. 

Based on the types of requests from our clients, we have the following resources prepared to help you quickly & efficiently prepare for compliance and administration of the new requirements:

Policies

• EFMLA Sample Policy

• EPSLA Sample Policy

• Temporary Telecommuting Policy

 Forms

• COVID-19 Leave Request Form

• COVID-19 Payroll Calculator & Documentation Form

 Sample Notices

• Temporary Layoff Letter

• Temporary Layoff Except for Minimum Essential Positions Letter

• Essential Position Notification Letter

 Michigan Unemployment Forms & Information

• Michigan Work Share Program Requirements

• Work Share Brochure

• Work Share Fact Sheet

• Form UIA-UC1711 - Required to be given to anyone that is on layoff

 Federally Mandated Poster

• Poster - WH1422

 HRIS / Payroll

• Setting up time off tracking for EPSLA & EFMLA

• Calculating daily rates & part-time implications

• Setting up pay codes in payroll

Additionally, many organizations are going through interim operations planning, short-term layoffs due to full & partial closures, and overall labor costs & workforce planning contingencies. We are closely monitoring the availability of state and federal resources that would be available to employers in the forms of loans, grants, and credits. We can assist you in your analysis based on employee impact and employer reimbursements available.
 
Please give our office a call at 616-719-5372 or email at reneeg@thehrsolutionsgroup.com if you would like to schedule a time for us to walk through your specific situation and/or would like some assistance with the above mentioned documentation and planning. If we don’t hear from you, we will assume you are working with legal counsel and are prepared for these employer requirements.
 
We are here to help you, should you need us. 
 
Be well and stay safe,
The HR Solutions Group Team

Emergency Paid Sick & Family Leave - Required By All Small Employers!!

PUBLISHED ON 3/23/2020

All US employers under 500 employees must begin to prepare for the new Emergency Paid Sick Leave Act (EPSLA) and Emergency Family Medical Leave Expansion Act (EFMLA). These federal mandated benefits go into effect from April 2, 2020 through December 31, 2020.

We recommend employers implement the following immediately:

• EPSLA Policy

• EFMLA Policy

• Establish Daily Pay Rate for Each Employee

• Calculate PT & Variable Hour Benefit Values

• Establish Appropriate Leave Request Categories

• Modify Pay Codes In Payroll

• Establish Calculation & Tracking Methods

• Employee Communications

*Please note these new policies may impact your existing time off and time reporting policies. Michigan employers, effective March 24, 2020 through April 13, 2020 we have an Executive Order to "Stay Home and Stay Safe" closing many businesses.

Every business needs to determine telecommuting availability, essential business operations requirements, and critical infrastructure supply chain requirements. These determinations require proper documentation. As employers are feeling immediate economic impact, we are also working on short and long term crisis and contingency planning. We can assist with comparison of different ways to manage overall labor costs with pay, benefits, and available federal and state subsidies and loans.

If you haven't already contacted us about these issues, please contact your HR Solutions Group Representative or your legal counsel for guidance. HR Solutions Group has created a toolkit to assist our clients through their individual responses to these new acts, executive orders, and corresponding economic impacts.

If you require immediate assistance, please contact Renee Goodemoot at reneeg@thehrsolutionsgroup.com to sign a general engagement letter and schedule a consultation.

Talent Acquisition 3.0 – High Impact Tactics

The unemployment rate in Grand Rapids continues to be less than 4%.  Therefore, everyone knows the labor market today is tight and needs help finding talent.  Here are some easy tactics to keep you focused in the right areas to see immediate and big returns.

#1 Employment Branding – Find Your Voice

You might think big companies are the only ones that need to formally create an employment brand.  That’s just not the case.  Small to mid-sized companies should shout it from the rooftops what’s special about working at your company too.  You need to accurately reflect who you are as a company, while selling your unique culture.  Brainstorm with varied groups within your workforce and you will have lots to share.   Start with your company’s mission, vision, and value statements and show their tangible side.  These are things that make your culture special!  In the end, a successful employment brand will tell your story so that you can regularly attract those with similar goals, attributes and competencies.         

Here are a few of the best places for this to play out:

• Careers Page – make sure you have one on your company website, it’s where your Employment Brand shines
• Social Media Posts - shows your employees living out your company’s culture

#2 Engaging Job Advertisements

Spoiler alert!  There is a difference between a job advertisement and a job description.  A job advertisement starts with your job description but turns it into a marketing piece to sell the position and your company to the right applicant.  It’s the same approach when selling an appliance – you talk about the highlights.  You wouldn’t hand out the product manual and expect the customer to sit down in the aisle for an hour and read it all in order to make their decision.  Keep the job advertisement engaging.  Job requirements should include the essentials only, so you don’t confine the pool of quality applicants.

                Repeat after me, “I will not post a job description.”  

#3 Employee Referral Programs

Your current workforce knows what it takes to do the job and do it well.  Those amazing employees know other amazing people!  Employee referral programs need to have specific parameters to be successful but once people know the rules of the game, let them loose!  Periodically remind employees of the employee referral program and the benefit to them (might be monetary but it doesn’t have to be, get creative).  If your employees have stopped referring people they know, ask them why.  You will gain great insight! 

**The biggest piece of advice I might have in this whole article is right here – everyone in the organization should be recruiting on your company’s behalf at all times.  

#4 Great Candidate Experiences

When trying to attract top talent, providing a great candidate experience is crucial.  This boils down to an easy way to apply, a reasonable interview process and timely communication along the way. 

Qualified candidates will move on if the application process is too clunky or time consuming.  Collect pertinent information up front (resume) and weave other things into the process for those candidates you are seriously considering.  And just like you don’t want the application process to take too long, you don’t want the interview process to take too long either.  If it takes you too long to get back to candidates, they’ll be gone!  But even for those that stick around through a long process, they will become weary and their perception of the company could turn negative. 

During every stage of the process, respectful communication goes a long way.  It starts with a simple acknowledgment of their application and continues with updates of where they stand in the process.  Candidates need to know where they stand to stay interested.  Finally, let everyone know when the position has been filled.  It’s the polite thing to do.  The individual might not be your next employee, but they could be your next customer!      

The key takeaways:

• Make the application process easy
• Keep the process moving at a steady pace
• Communicate with every applicant

In the end, it’s all a learning process.  Plan, Execute, Measure, Adjust, Repeat.  Whatever you do, don’t stop trying until you’ve made the right hire.   

Want more information or assistance in the execution of these tactics?  We can assist.  HR Solutions Group of West Michigan can partner on any Talent Acquisition project – big or small.  You don’t have to do it alone.  Contact us at 616.719.5372 or recruiting@thehrsolutionsgroup.com to get started.