IRS 2011 Standard Mileage Rates

The rate starting January 1, 2011 is 51 cents per mile.

Please review your reimbursement policies. If it varies according to the IRS rate you need to double check your reimbursement calculations to include this 51 cents. Also, now is a good time to review your policies on regulations for when employee's drive on company business. Be sure you include statements that driving and speaking or texting on a cell phone is prohibited while driving and what the results can be if they violate this policy.

It is also a good idea to track the insurance policies that employees have to make sure they remain active. Participating in the State of California's DMV Pull Program is another way to keep track of the employee's driving record. These steps can help should an employee be involved in a horrific accident while driving on company business to show you were taking steps to make sure your employees are responsible drivers.

Our firm can assist you in the preparation and implementation of these policies.

ICE Is Cracking Down

In January 2011 the Department of Homeland Security issued a new I-9 manual which explains how to process I-9s. If you haven't audited your I-9 documents recently you need to do that to make sure that they are all done correctly. If not the manual will explain how you can correct the I-9s. I-9's that are not done correctly can cost you up to $1100 per form that isn't done correctly.

You can find the I-9 manual at http://www.uscis.gov/files/form/m-274.pdf

Our firm can conduct an audit of your I-9 forms and help you confirm they are in compliance.

OSHA 300A needs to be posted

Your OSHA 300A log has to be completed and posted on your employee bulletin boards from February 1st through April 1st each year.

Please make sure you have completed this form and also have your OSHA Log 300 completed. If OSHA ever comes in and asks to see them, and they aren't up-to-date there is a large fine associated with this non-compliance.

Our firm can assist you in completing these forms if you need help.

Are Your Employees Stressed?

Due to the reductions in force that many employers have had to do, work hours and stress levels have increased in corporations. When employees are stressed they become ill more often and use more insurance benefits.

If you have an EAP program it would be beneficial to speak with them about how to conduct programs that reduce stress in the workplace. These programs can also help employees with stress reduction techniques when they feel the pressure increasing.

Everyone feels stress in their life, some good (having a baby, getting married, etc.) and some not so good (illness, death, heavy workloads). When you equip your employees with techniques to handle these stressful times you will find a happier and more productive workplace.

Stray Remarks

The Supreme court is allowing employee's stray remarks to be entered into lawsuits from employees. There was a case where an older man was terminated for poor performance and sued his employer for age discrimination. He stated that employees had made fun of his age, called him a fuddy duddy, etc. The courts stated that these comments, even though from non-decision makers, held with other evidence were admissible in the case.

Obviously you cannot hear everything your staff members are saying. Trying to do so would create such an oppressive environment that it would become unproductive. However, in order to prevent these stray remarks management can foster a work place that is free of such comments. When comments that are inappropriate are overheard you need to speak to the employee, in private, and explain how the comment is inappropriate and doesn't fit your environment.

Truly having an open door policy where employees can come to their supervisor and discuss any issues is critical to preventing an atmosphere where employees speak negatively about their co-workers. Also, as a manager being strong in dealing with inappropriate behaviors, such as absenteeism, tardiness, incomplete work, missed deadlines, is critical to keeping a harmonious work envirnoment for your staff.

Our firm can help train your management staff on the critical skills to be a successful member of management.

New Year - Time to check compliance

With the new year now is the time to check your general HR areas to make sure that you are in compliance with your State and Federal regulations. You should be checking your bulletin boards, recruiting procedures, termination procedures, handbooks, job descriiptions, etc.

The Government is cracking down on employers, especially in California and making sure you are doing everything to be in compliance is important.

Our firm can conduct an HR audit for you to let you know what areas and let you know how you are doing in the area of compliance.

Happy New Year!

Senate Bill 1254: Workers' Comp Stop Orders

Workers' Compensation is a critical part of doing business in the United States and most especially in the State of California. If you are a contractor, licensed or unlicensed and found to be without workers' compensation coverage (per California regulations) you could get a Stop Order from the registrar of contractors.

If issued a Stop Order you have to stop all work immediately and pay your employees for lost wages, up to 10 days, until you get the required workers' compensation insurance.

If you do not follow the stop order it is considered a misdeamor with up to 60 days in county jail or $10,000 fine.

Remember: You must post the "notice to employees" poster in a conspicuous place at the work site. This poster provides employees with information on your workers' compensation coverage and where to get medical care for work injuries. Specific requirements are contained in sections 3550-3553 of the California Labor Code. Failure to post this notice is a misdemeanor that can result in a civil penalty of up to $7,000 per violation. Contact your insurer to get the posting notice and the required information that must be included on it. You may also download a poster from the forms page of the DWC Web site.