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Onboarding Recruiting & Hiring

Ensure Compliance During the Onboarding Process

April 24, 2019
3 min read
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Performance Management, Supercharged


You ensure there is a desk set up, rummage through the supply closet to gather all of the necessities, grab some swag items and make a note of the new hire paperwork that still needs to be completed. The time has come! Your new hire will be here tomorrow morning and your onboarding process must be ready for them.

With such an emphasis on the candidate experience in today’s candidate-driven market, your new employee will have set expectations for their first day. Individuals have come to expect a cohesive employee onboarding experience as they transition from hiring to onboarding. As an HR professional, you, of course, want to provide this seamless movement from one to another, but you also have other items to consider.

It is of utmost importance to comply with laws around wages, sick time-off, maternity leave, equal opportunity, and more. But as an HR professional, it can be challenging to know which laws, in the ever-changing legislation, truly impact your organization. To help ensure your compliance, we have compiled a few best practices around onboarding and legislation.

To help ensure your #compliance, @ClearCompany has compiled a few best practices around #onboarding and legislation:

Review Existing Legislation

The best place to start, in regards to the law, is what is already in place. Partner with your legal team to thoroughly review state-level legislation in every state in which your business operates. While reviewing these laws, you may also want to consider looking into states in which your company plans to expand in the future. Your legal representatives should help to identify legislation that will have a direct impact on the way your department onboards.

Subscribe to Compliance Updates

State-level law in regards to new employees is constantly changing. Although following legislation closely can be an overwhelming task, it is essential to upholding legal processes. To ease the burden, we recommend subscribing to compliance updates. For a thorough look into HR legislation, we recommend subscribing to legal updates from the U.S. Department of Labor, HR.BLR, or Society for Human Resource Management (SHRM). Many state governments, as well as law firms operating within the state lines, also provide notifications on new laws as well as how they will impact different organizations. Reading through these updates and chatting with the legal team each time a law that may potentially influence your job will help you to stay ahead of the game.

When a law passes, your organization will need to evaluate how it can be implemented into your processes. That is why it is essential to have an implementation process set up ahead of time. What works for one organization may not work for the next, so it is best to discuss within your HR department and legal departments how to scale compliance company-wide.

It is of utmost importance to comply with laws around wages, sick time-off, #MaternityLeave, #EqualOpportunity, and more. Find out what you can do in @ClearCompany’s latest blog:

Complete Internal Audits

One of the best ways to ensure compliance is to complete an audit of your processes. At least once per quarter, have an HR employee walk a legal employee through the onboarding process. By having someone who knows and understands the laws your business must follow go through the entire process, they can check off each aspect that complies with the current laws. If anything is caught missing from the process, it is better to note and fix it than continue doing it wrong. Completing these self-checks will help hold each HR individual accountable.

Companies must follow legislation set by each state they in which they operate in regards to wages, equal employment, pregnancy, and more. By following the above-mentioned steps, your organization will be well on its way to complying with the laws.

ClearCompany’s award-winning Onboarding System enables our clients to stay compliant. Our software will help streamline your new-hire processes with intelligent forms, e-verify, team introductions and more!

* Laws should always be researched at a federal and state-level and be verified by an employment law professional.

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