Addressing Common HR Compliance Requests

People & HR departments and organizations must address various compliance requirements to ensure the fair and legal treatment of employees. These regulations can vary depending on the industry, location, and size of the organization, but there are some common requirements that are universally applicable.

Why is Compliance Important to People & HR Organizations?

As the people-focused department within a company, People & HR has a big responsibility to ensure everyone is treated fairly and within the bounds of the law. That's why compliance is super important.

When it comes to following employment laws and regulations, non-compliance can lead to all sorts of problems - think hefty fines, embarrassing lawsuits, a tarnished reputation, and most importantly distrust from your customers. But compliance isn't just about avoiding the consequences of breaking the law. It's also about making sure employees are treated with respect and dignity in the workplace. Employees also make the commitment to protect data, take security training, and implement security, this can also include when employees may be terminated or leave the organization. The organization must have procedures that protect the company and their data.

For example, following equal employment opportunity laws and wage and hour laws helps ensure everyone is given a fair shot at getting hired and is paid what they're owed. Ensuring workplace safety and protecting employees' personal information tPeople & HRough data privacy regulations is just another way People & HR can make sure people are taken care of on the job.

Compliance is a big deal for People & HR because it helps create a positive and legal workplace for everyone.

What Are Common People & HR Compliance Requests That Need To Be Addressed?

Equal Employment Opportunity (EEO) Compliance: This compliance requirement relates to the treatment of employees and job applicants without discrimination on the basis of race, color, religion, sex, national origin, age, disability, or any other protected status. This includes implementing policies and procedures that prevent discrimination and harassment in the workplace, as well as conducting regular training sessions for employees and management to ensure they understand these policies.

Wage and Hour Laws Compliance: Organizations must comply with federal and state wage and hour laws, which include the minimum wage, overtime, meal and rest breaks, and record-keeping requirements. This requires People & HR departments to accurately track hours worked, pay employees the minimum wage, and pay overtime for hours worked over 40 in a workweek.

Health and Safety Compliance: People & HR departments must also ensure that their organization complies with health and safety regulations, including the Occupational Safety and Health Act (OSHA) and state-specific regulations. This includes conducting regular safety inspections, providing proper protective equipment, and ensuring that employees receive proper training on health and safety procedures.

Employee Benefits Compliance: Organizations that offer employee benefits must comply with a variety of regulations, including the Affordable Care Act (ACA), COBRA, HIPAA, and ERISA. People & HR departments must ensure that their benefits programs are compliant with these regulations and communicate the details of these benefits to employees.

Data Privacy Compliance: With the increasing importance of personal data protection, organizations must comply with various data privacy regulations, such as the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA). This requires People & HR departments to implement proper data protection policies and procedures, as well as educate employees on the importance of data privacy.

Data Security Compliance: Data security is of the utmost importance and affects employees as they onboard, train, and eventually leave the organization. An example is when an employee is terminated; their access must be removed from the business's systems for the protection of the company’s property and data.

Let’s Take a Look At An Example Compliance Request

For example, People organizations often have to implement information security awareness, education, and training.

Create your objective, decide how to handle it, and bring the right stakeholders to the table to help develop and implement policies and procedures to make your organization compliant. When it comes to keeping sensitive information secure, it's not just about having fancy technology and strict protocols in place. People - especially those in the organization - play a huge role in keeping things safe.

1. Objective: An Information Security Awareness, Education, and Training Program is established.
2. How to Handle It:
   1. Establish an Information Security Awareness, Education, and Training Program
   2. Select an Information Security Training tool to deliver and track training for all personnel
   3. Ensure all new hires complete training during onboarding
   4. Existing employees need to take training at least annually

Let’s Dive Deeper Into The “How To Handle It”

People & HR has to make sure everyone is on the same page when it comes to information security. This means implementing a solid information security awareness, education, and training program.

For starters, People & HR should make sure everyone understands the basics of information security and what their role is in keeping things secure. This can be done tPeople & HRough regular communications and workshops that explain things in an approachable way.

Next up is training. Depending on the role, some employees may need more in-depth training on specific topics, like how to spot phishing scams or how to properly handle sensitive information. By providing tailored training, People & HR can make sure everyone is equipped to do their part in maintaining a secure workplace.

And finally, People & HR should make sure the education and training program is a continuous effort, not just a one-time thing. Regular check-ins, updates on new threats, and reminders of best practices can go a long way in keeping everyone informed and engaged.

By taking information security seriously and making sure everyone is in the loop, People & HR can help create a safe and secure workplace for all.

Learn more by downloading our eBook: Compliance Journey in the Age of SaaS