Optimum HR Systems

New Optimum HR Systems Solution: Employee Relations Helpline

The Employee Relations Helpline provides quick access to practical advice and information not only on urgent, pressing employee relations and HR-related issues but on the more routine types of questions as well.

The Employee Relations Helpline will provide assistance in a wide range of areas including employee relations, compliance, discipline, hiring, termination, benefits administration, leaves of absence and time off issues, performance management, and interpretation and application of Human Resources and company policy.

Employee Relations Helpline services are delivered "just in time", based on client priorities and those of the business.  We provide what you need as soon as you need it in order to ensure that your employee relations and HR questions and concerns are addressed in ways that bring added value to the business.

The Helpline Director, Katie Birthler,  is a former Human Resources Vice President for a Fortune 200 global manufacturer. With this new service, you receive her level of expertise at a very modest, per call charge. Please contact Katie for details.

Optimum HR Systems Notes: November meeting of the Minnesota Affirmative Action Compliance Council

Richard Warren's notes from the meeting

At the November meeting of the Minnesota Affirmative Action Compliance Council our featured speaker was Sandra Ziegler, Midwest Office of Federal Contract Compliance Programs Regional Director. For me, her two most important statements were:

1. Under the Obama administration the OFCCP is in the process of staffing up to the 2001 (pre-Bush administration) levels of compliance officers. She understands this is the policy in all regions. In the Midwest Region, this means the addition of 50 Compliance Officers. It is reasonable to expect more compliance audit activity as the completion of actual audits is their preferred training method for new compliance officers.
2. The most frequent finding in their audits is inadequate documentation of HR transactions (disposition of applicants, reasons for rejection, documentation for terminations, etc. etc.).

Given these statements from Ms. Ziegler, we recommend that clients make sure their AAPs are current and properly prepared, that their actions are well documented, and that their AAP related records are retained for a minimum of three years.

If you have questions or would like to discuss anything related to your AAP, please don’t hesitate to contact me.

DRIVING ON COMPANY BUSINESS

by Vija Kelly, Optimum HR System Associate

A lot of companies have cars that are operated for company business. It may be as simple as a clerical worker driving a deposit to the bank or as complicated as a large delivery truck that logs thousands of miles per year. Automobiles may be owned by the company, owned by an individual who is given an allowance for travel, or rental vehicles.  

All of these instances require that a company have a written policy that addresses the company’s expectations of drivers. Additionally, for vehicles that weigh 10,001 pounds or more, there are strict Motor Vehicle Regulations that need to be followed. A written policy assures that company personnel know what is expected of them, both from a safety and regulatory aspect, documents what the company is doing, and provides the basis for training of employees. Although there is overlap in policies for motor vehicle fleets and personal cars used for company business, there are significant differences on what is actually required by various regulations.

There are basically four different types of vehicles that could be driven on company business:

1. Vehicles with a gross weight of 26,001 pounds or more.  These vehicles and their drivers must meet very complicated and extensive rules including the need for a Commercial Vehicle License, routine drug testing, on duty time logging, etc. The application, employment and recordkeeping requirements are very specific including health documentation, motor vehicle record checks and motor vehicle record evaluation.
   
   There are also strict inspection and maintenance requirements for these vehicles, as there are for the next category.
2. Vehicles with a gross weight of 10,001 pounds.  These vehicles are considered “Commercial Motor Vehicles”. Although their drivers are not required to have a commercial drivers license, there are strict requirements for driver applications, records, duty time logging, etc.
3. Trucks with a gross weight of under 10,000 pounds. These are not “commercial” vehicles, but insurance companies will require that anyone who drives these vehicles meets some basic requirements and that a company have a fleet safety policy which covers safe operation.
4. Automobiles, either furnished by the company or personal, operated on company business. Rental vehicles may also be put into this category. Drivers of both types of vehicles should be required to meet basic requirements, such as no moving violations within a specified period of time, no DUIs, etc. Safe operation policies should be in writing.

Keep reading...

Breaking news – VETS 100 reporting deadline extended through October, 31, 2009

Several clients have reported that the VETS 100 electronic reporting webpage (http://www.dol.gov/vets/programs/fcp/main.htm) is not functioning properly. The servers and the help desk are reported to be overwhelmed.

To facilitate access to the system and to the soon-to-be-issued revised company ID numbers, the Department of Labor extended the reporting deadline to October 31,2009. Accordingly to our conversation with Mr. Rob Wilson, CID Division Chief, the system is expected to function properly within 2-3 days.

In the meantime, we advise our clients, who are experiencing difficulties attempting to file the VETS 100/VETS- 100A report online to write to the help desk (helpdesk@vets100.com) to receive the official extension notice and to request a new “company number” from them whenever it becomes available. This way you will be not required to file two times – once with the old number and once with the new one.

For more information, please contact us at Richard.warren@prodigy.net.

MINIMIZING THE SPREAD OF H1N1 IN THE WORKPLACE

by Vija Kelly, a Optimum HR Systems Associate

The H1N1 virus continues to spread both globally and nationwide. The alarming thing is that there has been no abatement in the spread during the time of the year when the spread of flu normally slows. The effects of the flu continue to be quite mild. Also, the flu has mostly affected young people. Older people seem to have some immunity. There are currently 300 mutations known to have happened to the virus. The next mutation could make the illness more severe.

Employee absenteeism will likely be the greatest problem especially with workforces cut to the bone because of the poor economy. The Center for Disease Control is recommending that persons who get ill stay out for seven days or two days after all of their symptoms have disappeared. This can severely strain production capability.

The development of a vaccine is still in process. The first priority nationwide may be to inoculate pregnant women, health care workers and young children. It is unlikely that there will be enough vaccine to inoculate the work force.

What you can do to minimize the spread of the flu in your workplace:

1.Educate your employees

      a.     Cover coughs and sneezes

      b.     Wash hands frequently

      c.     If you are ill, stay home

Hygiene posters should be posted in lunchrooms and washrooms.

2. Practice good housekeeping

      a.     Clean lunchrooms and washrooms thoroughly

      b.     Frequently clean high-touch surfaces such as toilet handles, microwaves handles, faucet handles, refrigerator handles, computer keyboards.

Just wiping down surfaces is not sufficient. H1N1 is a virus.  Surfaces need to be cleaned with soap and water or a cleaning solution with antiseptic  properties. Products containing alcohol, ammonia or chlorine bleach will dothe job. Just don’t mix ammonia and chlorine. It could be lethal!

Compulsory E-Verify for federal contractors

As a result of the most recent ruling in the ongoing E-Verify saga, Chamber of Commerce of the United States of America v. Napolitano, federal contractors will be required to use E-Verify starting September 8, 2009.

Certain federal contractors and subcontractors will be required to use the Internet-based system operated by the Department of Homeland Security (DHS) and U.S. Citizenship and Immigration Services (USCIS) to verify the employment eligibility of their employees, regardless of citizenship. The USCIS website states:

The final rule applies to solicitations issued and contracts awarded after the applicability date of the final rule in accordance with FAR 1.108(d). The final rule will become applicable to contractors on September 8, 2009. All employers, including federal contractors, may enroll in E-Verify at any time without waiting for the applicability date.

Under the final rule, employers are required to enroll in E-Verify if and when they are awarded a federal contract or subcontract that requires participation in E-Verify as a term of the contract. If you wish to enroll in E-Verify before the applicability date of this rule you may do so now. Enrolling now may help you become familiar with the system and may make it easier for you to use E-Verify if and when you are awarded a federal contract.

Verification of employees through E-Verify is limited to new hires only, unless you are a federal contractor who has been awarded a contract on or after September 8, 2009. If you have already enrolled in E-Verify and you are awarded a federal contract after September 8, 2009, you will need to update your company profile through the “Maintain Company” page once the contract has been awarded.

Once you designate your organization as a federal contractor, all E-Verify users at your company will need to take a federal contractor tutorial that explains the new policies and features that are unique to federal contractors.

For more information, please visit the FAQ section on the USCIS website or contact Dick Warren, our compliance specialist.

You can also download the final rule here.

Deadlines approaching

Reminder: the deadline for filing VETS-100/100A reporting and the  EEO-1, is September 30, 2009. The DOL website states: “Veterans' Employment and Training Service (VETS) collects and compiles data on the Federal Contractor Program Veterans' Employment Report (VETS-100 Report) from Federal contractors and subcontractors who receive Federal contracts that meet the threshold amount of $25,000 or more prior to December 1, 2003 or $100,000 on or after December 1, 2003. The VETS-100/100A reporting cycle begins annually on August 1 and ends September 30.”

 

The DOL requires all contractors and subcontractors with Federal contracts in excess of the stated thresholds to report their efforts toward hiring and employing veterans in four specified categories: veterans of the Vietnam era, special disabled veterans, other protected veterans and recently separated veterans. JVA raised the reporting threshold from $25,000 to $100,000 for contracts awarded on or after December 1, 2003, and modified the report categories of veterans to: disabled veterans, other protected veterans, Armed Forces service medal veterans, and recently separated veterans (41 CFR 61.300 in clearance). Additionally, JVA will require Federal contractors and subcontractors to report the total number of all current employees in each job category and at each hiring location. Keep reading…

The Bottom Line Issue of Optimal Knowledge

 The Evolution of HR  - part two

Evolution is a constant in HR – driven by natural changes in employee/employer relationships and accelerated by economic, political and societal change. For the last year, the economy’s effect on enterprises – small, medium and large  - plus dizzying technology advancements have forced HR professionals to take a hard look at their approaches to human capital management. At Optimum HR Systems we encounter these evolutionary changes every day with every client. This newsletter highlights what we’re seeing and learning.  

In a recent survey (Download the file here), 75% of respondents rated “unsatisfactory” U.S. workforce skills for coping with the work challenges presented by our new economy. Yet, in the same survey only 25% of responding companies offer appropriate training programs for their employees. In this issue Anita Ryan discusses how to set training priorities and how to achieve better employee training/development outcomes more effectively than with traditional approaches.

And speaking of employee development (or lack thereof), we’re all familiar with “toxic employees.” But do most bring these “toxic” behaviors in the door with them–or do poorly designed processes precipitate most toxic behaviors? Dick Lee’s articles show why HR professionals should be taking a leadership role in process improvement to curb toxic tendencies, rather than over-relying on “toxic screening” during the interview process.

You are welcome to download the entire "Bottom Line" issue of Optimal Knowledge here.

Introducing Kathleen A. Birthler, SPHR

The newest member of Optimum HR Systems consortium is Kathleen A. Birthler. Katie has over twenty-five years of extensive business management and human resources experience. She specializes in the design, development and implementation of a broad range of strategic Human Resources solutions integrated with the mission, vision and values of the business. She specializes in HR Practice Assessments, Custom Tailored Employee Handbooks, and our Employee Relations Hotline.

Katie holds a Bachelor of Science degree in Personnel Development with certificates of specialization in Industrial Relations and Vocational Training and Development from the University of Minnesota.  Katie is a certified Senior Professional in Human Resources (SPHR), a member of the Society for Human Resource Management (SHRM), and a member of the Twin Cities Human Resource Association (TCHRA).

In her career she worked to improve HR practices in manufacturing, business or retail.

 
Katie’s positive attitude leads her to solve HR issues with companies large and small in a wide variety of industries. The vast spectrum of her experience includes:
•    Serving as VP of Human Resources for a Fortune 200 company, where her diligence and work ethic won her the organizations top award, the Chairman’s Circle award.
•    Teaching the Senior Professional in Human Resources Certification class at the University of Minnesota and various HR seminars
•    Developing Libretto: Sensible HR, a comprehensive web-based Human Resources Assessment and Forms Library.
•    Personally delivering practical guidance through her HR Hotline service; and,
•    Founding KTB Resources, her own thriving business consulting practice of 15 years.

Clients include: ATS Medical, DecoPac, Inc., IDQ (International Dairy Queen), Old Dutch Foods, Oxygen Service Company, Wireless Ronin Technologies.

Let's welcome Katie and wish her success in Optimum HR Systems!

Happy Friday!

A federal minimum wage increase is effective today, Friday, 24 July, 2009. The Department of Labor Wage and Hour Division reminds us that with this change, employees who are covered by the federal Fair Labor Standards Act will be entitled to be paid no less than $7.25 per hour. This increase is the last of three provided by the enactment of the Fair Minimum Wage Act of 2007. All employers who are affected by this change should display the poster in a visible place on their premises, where each employee could see it easily.  The link to the poster is here.

Your state may have its own minimum wage regulations and employers are required to comply with both so you should be sure to check your applicable state regulations.

Comprehensive “DO-IT-YOURSELF” compensation toolkit

by  Linda Herman (an Optimum HR Systems associate)

Sometimes it is not practical to spend thousands of dollars to have an outsider design a sophisticated compensation program in a time of economic crisis. This was the reason behind the “Do-It-Yourself” compensation toolkit created by the Optimum HR Associate, Linda Herman. As a compensation specialist in Gallagher Benefit Services, formerly Stanton Group, Linda has the expertise and the common sense to reduce to a minimum the paperwork and the hassle in creating such complicated programs.

Gallagher Benefit Services has seen companies struggling with their compensation programs, but with no budget to do a complete market study during the current economic environment. This well thought out compensation system for small and medium enterprises was built on benchmark data for the St.Paul/Minneapolis area, but can be modified using area differentials to fit most locations in the U.S. 

Many organizations can benefit from this compensation toolkit-- and at a very low cost--, provided they fit the design profile of a company with less than 150 employees. If you would like to have a professionally developed compensation structure along with tools to administer your pay program, please contact Linda Herman or Optimum HR Systems.

About Linda Herman

Linda Herman is a principal consultant in Stanton Group’s compensation consulting & surveys department. She develops compensation programs ranging from non-exempt salary structures to executive compensation programs. Linda’s experience and skills also extend to developing programs in executive on-boarding, performance management, and organizational development.

With over 25 years of experience as a leader in compensation roles, Linda understands the challenges of leading compensation in organizations of all sizes. A former director of Stanton Group’s compensation consulting & surveys practice, Linda rejoined Stanton Group in 2007. Her corporate leadership background includes senior level roles at Fortune 500 companies, including Thrivent, Ameriprise, and Best Buy. Her consulting experience includes working in a wide variety of industries, including health care, engineering, manufacturing, casinos, financial services, grocery chains and many employee-owned organizations. Linda is able to leverage her depth and breadth of experience to develop customized, common sense solutions for each client.

Linda holds a bachelor’s degree in education from the University of Wisconsin-Oshkosh and a master’s degree in business administration from the University of St. Thomas.  She is a member of WorldatWork, the Society for Human Resources Management (SHRM), and the Twin Cities Compensation Network.