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Rules are important whether you’re baking a cake or hiring people. That’s where HR compliance comes into play.
What is HR compliance?
HR Compliance means your company follows the rules and regulations in your country, state, and municipality. So, it encompasses everything from creating JDs ( job descriptions) to company policies. It also extends to enforcing these to ensure they continually adhere to the rules.
Why is HR compliance important?
HR compliance, especially with tax and labor laws, will ensure a secure environment for your team members. It also provides fair labor practices, equal hiring and pay. Compliance also ensures your company avoids offenses that can lead to expensive lawsuits and ruined reputations.
There are many regulations your company should adhere to. In the USA, some of the more popular laws you should be aware of and comply with are:
- Family and Medical Leave Act
- Equal Pay Act (EPA)
- Americans with Disabilities ACT
- Affordable Care Act (ACA)
- Fair Labor Standards Act (FLSA)
- Occupational Safety and Health Act (OSHA)
- & more
Keeping up with rules can be hard, especially if you make lots of documents. So, using software can help your company follow the rules and stay on track.
HR compliance tools
There are many HR compliance tools out there. But here are 4 you may want to try:
1. Ongig Text Analyzer
Although not the most crucial factor in choosing which job ads to apply for, salary remains a critical factor driving applicants to apply for a job.
Salary transparency is not only a factor for applicants but also a requirement for some states. States like California, Colorado, Connecticut, Hawaii, Maryland, Nevada, New Jersey, New York, Ohio, Rhode Island, and Washington require employers to display the salary or at least salary range when they post job ads.
So, Ongig helps your team make sure it has the salary information in states requiring it in job descriptions.
2. SixFifty Employment Docs
SixFifty is a software that helps companies create HR documents that are compliant with the laws of all 50 states. So, these documents include:
- Offer letters
- Employee agreements
- Non-Disclosure Agreements (NDA)
- Separation Agreements
The software is simple to use. It guides you step by step, asking questions and filling out legal documents for you. It also remembers if the rules change and tells you when your documents need an update.
Another great feature of this software is its marketplace, where you can buy legal documents without subscribing to it. So, by the way, it offers AI in the Workplace Policy, and an NDA agreement for FREE for you to use!
The software can also integrate with CRM systems, Salesforce, Microsoft Dynamics, NetSuite, Workday, ADP, Splunk, Oracle, and ArcSight.
The website lists no price, but you can request a demo if your company is interested.
3. DEEL
Suppose you’re a global company hiring employees and contractors from all over the world. In that case, DEEL can help you comply with the local laws and regulations of over 100 countries regarding hiring and pay. So, DEEL can help your team manage the following:
- Workflow approvals
- Document management and reporting
- Safety regulations
- Labor laws
- Benefits
- Immigration
If you have employees from the US, DEEL helps you file local taxes in seconds. It helps generate W8s and W9s automatically and even files your contractors’ 1099 directly to the IRS – all from your computer.
The software can easily integrate with software systems like Ashby, BambooHR, Greenhouse, Hibib, Okta, OneLogin, QuickBooks, SCIM, Xero, Workable, and Workday. It also has an Open API so that you can make custom integrations.
The software price varies depending on your company’s monthly needs, starting at $49.
4. Zenefits
If you’re a company in the US and need to follow the rules about employee benefits, Zenefits is the HR tool you should look into.
So, this tool helps you manage the COBRA Act (Consolidated Omnibus Budget Reconciliation Act) and the ACA benefits ( Affordable Care Act). And it does this by automating the forms you must fill out to monitor your team member’s status. It also tracks your company’s situation in real time and informs and sends you reminders and information on how to solve non-compliant items.
One of its exciting features is Time Tracking. So, Zenefits has built-in overtime safeguards and sends your employees reminders to take their required breaks ( like lunch and other break times).
It can also integrate with software like Okta, GSuite, Microsoft Office 365, Slack, Asana, Salesforce, Workato, Box, Hive, and Workato.
The pricing tier starts at $8 a month per employee.
Why I wrote this:
Ongig is on a mission to ensure your JDs are inclusive and compliant with state and federal laws. Adding the software to your process helps your company comply with changing laws. Please request a demo to learn more.
Shout-outs:
1. HR Compliance Guide for 2023 (By Dana Miranda and Cassie Bottorff)
2. HR Compliance: What Employers Need to Know (By ADP.com)
3. 10 Best Compliance Software for HR Departments in 2023 (By Kim Behnke)
4. 10 Best HR Compliance Software of 2023: Reviewed & Compared (By Kim Behnke)
