Tag: compliance training

13 Sep 2021
Compliance training

Why is HR compliance training necessary to handle remote work laws?

There has been a lot of emphasis on compliance training recently. The employees indeed enjoy the freedom with remote work, but there are so many compliance laws governing it. Employers have to follow so many laws when they allow remote work.

Reimbursable necessary expenses laws

The states have also formulated laws on expense reimbursements even if employees are working remotely and don’t incur any travel expenses. But there are other expenses such as the internet expenses borne by the employees.

In that case, as per the Fair Labor Standards Act(FLSA), an employer is not supposed to provide any work-related expenses for employees who work remotely. However, when due to such expenses, an employee’s monthly income goes below $684 per week, and then the employee has to reimburse the work-related expenses of such employees.

So, Compliance training for HR becomes mandatory in these situations so that their company does not violate any law.

State laws

However, ten states have enacted laws that remote workers be reimbursed for their work-related expenses, including California, Illinois, Montana, Massachusetts, New Hampshire, South Dakota, Iowa, New York, Pennsylvania, and North Dakota. Apart from all these states and the District of Columbia which have also implemented, employee reimbursement laws, the FLSA is applicable everywhere.

For example, California has the most rigid rules in this context. As per Section 2802 about the Labor Code of California, employers have to reimburse employees for all pertinent work-related expenditures including a percentage of money expended on home utilities.

However, the definition of such expenses differs with the type of job. As per the interpretation of this law, employers have to reimburse employees a specific percent of internet bill even if the employee has an unlimited data plan. However, in cases where employees are working from offices, such expenses don’t have to be paid back to them. But again due to ADA regulations, the employees might have to work from home because their disability makes them more vulnerable to contracting the disease during office work. But employees are not required to reimburse such necessary expenses incurred during remote work when the employees voluntarily choose to work from home and there is no compulsion.

The HR’s can know through compliance training what is considered as a necessary expense so that it’s reimbursable.

The employer should send an employee a reminder when it’s time for them to provide the reimbursement requests because, in case of non-repayment to such employees, a lawsuit can be filed against them.

Illinois has similar reimbursement laws and employers have to repay the internet and cell phone bills caused due to remote work. This state has the law that the employees have to submit all their reimbursement requests within a month of paying, corroborated by relevant documentation. Necessary expenses are those expenses that have to be done requisite to performing the job. Internet and mobile phone bills are considered necessary apart from the cost of buying IT equipment such as printers and laptops. But if an employee gets an ergonomic chair for a comfortable working position, then he won’t be reimbursed for it because it’s not necessary to carry out his duties.

Paid meal breaks

An employee can be paid for his meal periods once he has taken a twenty-minute or lesser-minute break for the same. So, it’s high time that HR employees of US states are informed about such laws.

Tax benefits for employers

There are benefits for employers also, in reimbursing necessary expenses such as, they are tax-deductible. This is only possible when the employer can prove he is on an Accounting Plan, provided the reimbursed expenses fulfill these 3 conditions:

  • The employees must have incurred such expenses while they were working
  • The employees must be able to prove such expenses within 60 days of incurring them. So, they must provide the employer with a reimbursement form while asking for repayment of such expenses.
  • Any expenses reimbursed over and above the allowed necessary expenses must be repaid by the employee within 120 days. These expenses are invalidated expenses for which the employee is not able to supply any proof.

All the ways, in which an employee can ensure that his employee’s reimbursed expenses are tax-deductible can be brought to his knowledge by the company’s HR or the Accounting department enlightened by compliance training.

When an employee is unable to corroborate his expenses with proof, they are regarded as non-reimbursable expenses, as supplemental wages, and are not tax-deductible.</span

31 Aug 2021
compliance training

How to make compliance training interesting for employees?

Compliance training has become crucial due to so many regulatory changes happening.

But compliance training has to be stated in simple terms for employees so that they adhere to it. For example, when a company wants to restrict the data theft, it should be explained, that if employees don’t put a laptop lock i.e. Username and password, they would be fined. But if stated in a legal language that employees are needed to safeguard company data, they would think that it does not apply to them. The employees can be taught in detail about data theft situations that could land them in trouble. For example, to elaborate on the importance of using credentials, it can be stated that any computer can’t be easily hacked when it has the credentials and firewalls.

When a PC has credentials, even when an employee loses access to it due to theft, computer data can’t be stolen. The employee can lose his laptop while coming to the office, but because he had installed a program to detect the laptop, it was located. And because it had credentials, it could not be hacked by thieves. However, apart from employees, it’s the company’s responsibility to ensure that all the data is stored in the cloud-based server for retrieval.

Similarly, compliance training is important for office staff, who manages the entry of guests. It’s because unless they mark their entry they can’t be allowed to enter. After all, any guest can access the company assets and it becomes tough to track unrecorded entries.

How can e-learning companies help in drawing the attention of employees?

Although a business might upload compliance rules on its media like the website and the LMS, it’s important to put it across clearly to employees in layman’s terms which is the task of e-learning companies. It is because it knows how to create vibrant situations in e-learning content to garner the attention of employees. It’s easier to make an employee remember when he has read a personal anecdote either illustrated through a video or a podcast about noncompliance effects.

Serious games can also be used to show the importance of noncompliance because it contains simulations. Through simulations, the previous knowledge of employees can be tested in a virtual world. The reason they are called “serious” games is that their objective is not fun, but to teach employees something.

How to make sure employees comply?

The e-learning companies in the US can ensure that software can be created which shows continuous notifications to employees asking them, questions about compliance. For example, a character can pop up on their screens asking them whether they have altered the PC password this month. If the answer is no, then it can be reported to managers and employees can be sent emails to change their password immediately. Another way, to make them comply is by sending animated videos. Employees can also be demonstrated the adverse impact of their non-compliance through scenario-based videos where a character pays for its ignorant behavior. i.e. What happens when an employee does not wear a PPE kit while dealing with dangerous chemicals?

How to make sure compliance happens?

Diversity training

Apart from the safety of data, compliance training also ensures that employees maintain their behavioral standards. They treat people of other races with equal respect. Managers who have to pass judgments on such situations when they are informed about them should have received diversity training so that people in the minority don’t feel excluded in a company. So, compliance training for diversity should be able to strengthen all employees to speak for themselves when they face such disheartening situations.

Setting up the right examples

The companies should make sure that employees are held responsible for noncompliance so that no violation happens at least intentionally.

Managerial attitude can also affect the morale and willingness of employees to follow in line. It’s because any lackluster behavior on their part when noticing noncompliance can encourage the same behavior from employees.

The managers should therefore ensure that they take suitable action if they observe any noncompliance and vice versa. When employees trust the ethical behavior of managers, they can also speak with candor to them about noncompliance.

Unfavorable impacts of noncompliance

A noncompliance scandal can have a long-lasting impact on a company’s reputation. It can adversely affect the business and customers can cease to buy from it. There is so much widespread use of technology these days that any noncompliance issue comes to public knowledge within days. But you can make sure that such an incident does not happen due to compliance training and enforcing the adherence to rules. You can exhibit a strong company culture with high value for laws like a safe working environment by posting about it on social media and blogs.

 

 

27 Aug 2021
compliance training

How post-Covid compliance training is important in the UK hospitality sector?

Compliance training is important in the hospitality industry because employees have to be compulsorily trained.

But some businesses find it expensive, despite knowing that the penalties for not imparting such training can be high.

Classroom training can’t be used for delivering such training because otherwise if all the employees can’t attend such sessions, it can cost the company exorbitantly to arrange another session for them. The company has to rebook the space which might not be easily available.

But with automated hospitality compliance training, things become quite easy because you can assign courses to employees. Their progress in completing such courses can be recorded and they can be issued certificates when they score well in assessments. If you feel that an employee’s certification has expired and he needs to be trained again, that again be arranged too.

Importance of the hospitality sector in the UK

The hospitality sector in the UK is hugely contributing to the incomes of a lot of people, which is approximately 3 million UK residents. It also contributes to the tourism sector of this country when the foreign tourists stay, here. The British Hospitality Association is responsible for handling the 1,80,000 businesses which are a part of this industry.

Covid-19 rules for restaurants

In July 2020 there was a set of rules advocated for those hospitality businesses which were set to open from July 4th. There was a restriction on the number of people gathered inside the restaurant which could not be more than 30. There was also a prohibition on the issuance of licenses by local authorities for large events in hotels, which had a possibility of large people convening them. These rules were a part of the guidance for England and Wales issued by Her Majesty’s government.

It is important to make sure that all the customers who want to make dining reservations at the hotel are informed about the social distancing arrangements beforehand either via the website, or phone which necessitated compliance training. 

Compliance training required post-pandemic

When customers are placed at a venue, there should be a proper distance between them. Those waiting outside the venue must have proper space between them. Every means should be used to avoid congestion like customers not overcrowding outside the restrooms. There should not be congestion at the counter with customers waiting to make payments. The payment machines could be brought to customer tables to avoid any congestion at the counter. Signage and visual aids can also be used to inform customers about social distancing inside a restaurant.

UK Government rules for international passengers

The UK government has also prescribed some rules for international tourists coming from countries such as India, which are considered to be danger zones. Earlier, India was in the red zone countries and its passengers traveling to the UK, although fully vaccinated were subjected to compulsory 10-day quarantine in the UK hotels before being allowed free movement in this country. But this rule does not apply to Indian travelers anymore as India has been moved from the red to amber zone countries. The same has happened for other countries such as Bahrain, Qatar, and UAE. These changes came into effect on 8th August at 4 am.

But since these countries, including India, are in the amber zone now, they have to appear for a Covid-19 test, 3 days before leaving the country. After they arrive in the UK, there is a compulsory quarantine for them at their UK home or any other place of residence for 10 days. They again have to appear for Covid-19 tests on days 2nd and 8th of this 10 days home quarantine period. So, through e-learning, the hotel staff must be made aware of all these compliance training issues before allowing tourists a stay in UK hotels. For those Indian residents who are less than 18 years of age and have been CoviShield vaccinated, the need for home quarantine doesn’t apply. Also, they need to take only one Covid-19 test on day 2 of their arrival in the UK. The UK hotels must know that travelers from the red zone countries who must have compulsory hotel quarantine have to pay more in terms of tariffs at 2,285 pounds. This has been done to discourage travelers from these countries.

07 May 2021
compliance training

What should constitute compliance training for HR employees?

The Covid 19 pandemic has brought unprecedented changes around the world. One of them is being able to cope up. There are so many ways in which training has to be delivered to employees to get the best results from them. HR could be one of such employees.

The compliance training for HR is a way to make them deal with pertinent company issues.

There could be employees coming to them asking them about pay inequality. Now, how should HR deal with such compliance issues?

The HR could be taught about compliance training in the following ways:

Branching scenarios

They are the best way to teach HR employees. Make sure that they have branching scenarios shown to them about different company situations. This could include bullying of employees. Show HR what needs to be done in such situations. You have to use branching scenarios to make HR learn the most. And how not reacting in such situations can have important consequences. In such cases, text can’t be just shown to them for learning purposes.

Real-world analogies

Make sure that HR employees are given real-world stories to make them learn the most. Storytelling can be used to ensure that HR feels positively towards stories. If there is an emotional connection with the staff, the HR won’t commit any mistake while dealing with their issues. The HR should be told the same stories that the employees have faced.

Discussions on social media

Social media discussions are relevant ways of teaching HR. The HR employees can use social media to make sure that their doubts are cleared. Furthermore, they can seek clarifications about confusing policies.

They can also use social media to discuss and voice their opinions about certain policies.

Infographics

They are useful for dealing with employees that have faced discrimination at the workplace. It’s important to teach the HR employees how to deal with such changes. So, whosoever has been affected by such harassment must be pacified to make sure that they can regain trust in the company. They should continue to work there rather than thinking of quitting. Its because if they quit, it also affects the morale of other employees. So, you can use infographics to make sure that HR is completely aware of the process to be followed in case of such discrimination. They can also be informed about the different rules for harassment in different organizations.

Assessments for HR

There can also be assessments sent to HR showing how to handle harassment. The HR can then choose the correct option in a branching scenario video. The HR must know the difference between something innocent and something constituting discrimination.

How to make the employees believe that diversity is beneficial?

There can also be the use of videos to show HR how they are supposed to deal with such situations. Such videos can be about stereotyping how certain genders and ethnicities face prejudices when they are working in a company.

The HR can make sure that they can show how diverse people bring different things to the table. So, they can show such videos to employees to reduce gender and race bias.

The HR can also show videos of harassment to employees so that they learn how normal situations can include victimization.

It’s important to understand that the compliance training for employees has the wanted consequences. Therefore, there should be the following changes in employee’s behaviour after going through such training course.

  • Understanding: Employees should understand what includes sexually discriminating behaviour.
  • Change in behaviour: There should be a reduction in reports against bullying employees after they have received some training.
  • Passing of information: HR should transfer the knowledge gained by them to those working in the company.

This is how HR compliance training will give the biggest benefits.

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DSLR stands for Digital single-lens reflex camera. It has a digital imaging sensor. In this kind of camera, the captured image can be viewed in the viewfinder when the shutter button is pressed. Its shown through the main lens rather than through a secondary lens, so the user knows what has been captured. 

He was a German psychologist who is known for discovering the forgetting curve. According to this curve, the biggest decline in memory happens within 20 minutes, and then 1 hour.