PEO Outpost

Health Care Reform Update (Part 2)

2012-02-20T14:36:00.000-06:00

Last week we looked at the Health Care reform changes that have taken place or will happen this year. This week, we look at years 2013 and beyond. Starting in 2013, we will begin enrollment procedures in many states for the insurance exchanges required to be in place by 2014. States will have some leeway in getting their exchange up and running but the Federal Government has stated that they will implement an exchange for any states that have not begun the process on their time line.

2013

Improving Quality and Lowering Costs

· Improving Preventive Health Coverage. To expand the number of Americans receiving preventive care, the law provides new funding to state Medicaid programs that choose to cover preventive services for patients at little or no cost. Effective January 1, 2013.

· Expanded Authority to Bundle Payments.The law establishes a national pilot program to encourage hospitals, doctors, and other providers to work together to improve the coordination and quality of patient care. Under payment "bundling," hospitals, doctors, and providers are paid a flat rate for an episode of care rather than the current fragmented system where each service or test is billed separately to Medicare. For example, instead of a surgical procedure generating multiple claims from multiple providers, the entire team is compensated with a "bundled" payment that provides incentives to deliver health care services more efficiently while maintaining or improving quality of care. It aligns the incentives of those delivering care, and savings are shared between providers and the Medicare program. Effective January 1, 2013.

Increasing Access to Affordable Care

· Increasing Medicaid Payments for Primary Care Doctors. As Medicaid programs and providers prepare to cover more patients in 2014, the Act requires states to pay primary care physicians no less than 100 percent of Medicare payment rates in 2013 and 2014 for primary care services. The increase is fully funded by the federal government. Effective January 1, 2013.

· Additional Funding for the Children's Health Insurance Program. Under the new law, states will receive two more years of funding to continue coverage for children not eligible for Medicaid. Effective October 1, 2013.Click here to learn more.

2014

New Consumer Protections

· No Discrimination Due to Pre-Existing Conditions or Gender. The law implements strong reforms that prohibit insurance companies from refusing to sell coverage or renew policies because of an individual's pre-existing conditions. Also limits the ability of insurance companies to charge higher rates due to gender, health status, or other factors. Effective January 1, 2014.

· Eliminating Annual Limits on Insurance Coverage. The law prohibits plans from imposing annual dollar limits on the amount of coverage an individual may receive. Effective January 1, 2014.

· Ensuring Coverage for Individuals Participating in Clinical Trials. Insurers will be prohibited from dropping or limiting coverage because an individual chooses to participate in a clinical trial. Applies to all clinical trials that treat cancer or other life-threatening diseases. Effective January 1, 2014.

Improving Quality and Lowering Costs

· Makes Care More Affordable. The act includes tax credits to make it easier for the middle class to afford insurance will become available for people with incomes above 100 percent and below 400 percent of poverty ($43,000 for an individual or $88,000 for a family of four in 2010) who are not eligible for or offered other affordable coverage. These individuals may also qualify for reduced cost-sharing (e.g. copayments, coinsurance, and deductibles). Effective January 1, 2014.

· Establishing Health Insurance Exchanges. The law calls for health insurance exchanges to open in each State to enable all Americans to easily shop for more affordable private insurance. Plans offered in the exchange provide at least a basic level of benefits and services. The Exchanges will increase competition and consumer choice, make our health insurance marketplace more transparent and help bring down costs. Effective January 1, 2014.

· Small Business Tax Credit. The law implements the second phase of the small business tax credit for qualified small businesses and small non-profit organizations. In this phase, the credit is up to 50 percent of the employer's contribution to provide health insurance for employees. There is also up to a 35 percent credit for small nonprofit organizations. Effective January 1, 2014. Click here to learn more.

Increasing Access to Affordable Care

· Increasing Access to Medicaid. Americans who earn less than 133 percent of poverty (approximately $14,000 for an individual and $29,000 for a family of four) will be eligible to enroll in Medicaid. States will receive 100 percent federal funding for the first three years to support this expanded coverage, phasing to 90 percent federal funding in subsequent years. Effective January 1, 2014.

· Promoting Individual Responsibility. Under the new law. most individuals who can afford it will be required to obtain basic health insurance coverage or pay a fee to help offset the costs of caring for uninsured Americans. If affordable coverage is not available to an individual, they will be eligible for an exemption. Effective January 1, 2014.

· Ensuring Free Choice. Workers who cannot afford the coverage provided by their employer may take whatever funds their employer might have contributed to their insurance and use these resources to help purchase a more affordable plan in the new health insurance exchanges. Effective January 1, 2014.

2015

Improving Quality and Lowering Costs

· Paying Physicians Based on Value Not Volume. A new provision will tie physician payments to the quality of care they provide. Physicians will see their payments modified to reflect the quality of care they provide so that providers who provide higher value care will receive higher payments than those who provide lower quality care. Effective January 1, 2015.

For more information on what employee benefit options may be available to your company and its employees, please contact your LL Roberts Group PEO Consultant (toll free) at 877.878.6463.

Health Care Reform Update

2012-02-14T13:28:00.000-06:00

Health Care reform is a highly volatile topic that is not being discussed on the campaign trails or debates......by either parties, not even the "State of the Union" speech by the President. Make no doubt about it, this program is moving forward as planned by the Obama Administration. As you can see (time line below) there isn't much happening in 2012 but 2013 will begin enrollment procedures in many states for the insurance exchanges required to be in place by 2014. States will have some leeway in getting their exchange up and running but the Federal Government has stated that they will implement an exchange for any states that have not begun the process on their time line.

Here is a review of what has already occurred and what is planned for

this and upcoming years:

2010

· No Discrimination Against Children With Pre-Existing Conditions.

· Prohibits Insurance Companies from Dropping Coverage.

· Eliminating Lifetime Limits on Insurance Coverage

· Regulating Annual Limits on Insurance Coverage

· Appealing Insurance Company Decisions.

· Information for Consumers Online. Improving Quality and Lowering Costs

· Small Business Health Insurance Tax Credit.

· Relief for Four Million Seniors Who Hit the Medicare Prescription Drug "Donut Hole".

· Free Preventive Care.

· Preventing Disease and Illness

· Cracking Down on Health Care Fraud.

· Access to Insurance for Uninsured Americans with Pre-Existing Conditions.

· Extending Coverage for Young Adults.

· Coverage for Early Retirees.

· Rebuilding the Primary Care Workforce.

· Holding Insurance Companies Accountable for Unreasonable Rate Hikes.

· Allowing States to Cover More People on Medicaid

· Payments for Rural Health Care Providers

2011

Improving Quality and Lowering Costs

· Prescription Drug Discounts.

· Free Preventive Care for Seniors.

Improving Health Care Quality and Efficiency.

· Improving Care for Seniors After They Leave the Hospital.

· New Innovations to Bring Down Costs.

Increasing Access to Affordable Care

· Increasing Access to Services at Home and in the Community.

· Strengthening Community Health Centers.

Holding Insurance Companies Accountable

· Bringing Down Health Care Premiums.

· Addressing Overpayments to Big Insurance Companies and Strengthening Medicare Advantage.

2012

Improving Quality and Lowering Costs

· Linking Payment to Quality Outcomes. The law establishes a hospital Value-Based Purchasing program (VBP) in traditional Medicare. This program offers financial incentives to hospitals to improve the quality of care. Hospital performance is required to be publicly reported, beginning with measures on treating heart attacks, heart failure, pneumonia, surgical care, health-care associated infections, and patients' perception of care. Effective October 1, 2012.

· Encouraging Integrated Health Systems. The new law provides incentives for physicians to join together to form "Accountable Care Organizations," through which doctors can better coordinate patient care and improve the quality, help prevent disease and illness and reduce unnecessary hospital admissions. If Accountable Care Organizations provide high quality care and reduce costs to the health care system, they can keep some of the money that they have helped to save. Effective January 1, 2012.

· Reducing Paperwork and Administrative Costs. Health care remains one of the few industries that relies on paper records. The new law will institute a series of changes to standardize billing and requires health plans to begin adopting and implementing rules for the secure, confidential, electronic exchange of health information. Using electronic health records will reduce paperwork and administrative burdens, cut costs, reduce medical errors and most importantly, improve the quality of care. First regulation effective October 1, 2012.

· Understanding and Fighting Health Disparities. To help understand and combat persistent health disparities, the law requires any ongoing or new Federal health program to collect and report racial, ethnic and language data. The Secretary of Health and Human Services will use this data to help identify and fight disparities. Effective March, 2012.

Increasing Access to Affordable Care

· Providing New, Voluntary Options for Long-Term Care Insurance. The law creates a voluntary long-term care insurance program -- called CLASS -- to provide cash benefits to adults who become disabled. Effective October 1, 2012.

In our next blog posting, we will cover all the upcoming new changes to the Health Care Systems in 2013 and beyond.

For more information on what employee benefit options may be available to your company and its employees, please contact your LL Roberts Group PEO Consultant (toll free) at 877.878.6463.

The Importance Of Exercise and Healthy Eating

2012-02-06T14:43:00.000-06:00

Almost everyone makes New Year Resolutions, but a large number who do, often stop or quit working on those once we reach February. One of the most made resolutions is getting in better shape. Most people want to lose a few pounds and shrink their waistline by exercising and eating healthier. In addition to trimming your waistline, regular exercise and healthy eating will help you feel better, think more clearly and live a longer, healthier life. Research shows that those who are physically activity are likely to live longer, healthier lives. The benefits of physical activity include weight maintenance, reduced blood pressure, improved glucose regulation and stronger bone density. Also, a person who has hypertension, diabetes or a history of smoking can greatly benefit from including regular physical activity into their daily routine.

Start Sensibly

Don’t begin your exercise program too ambitiously. The key to success is to start slowly and increase the difficulty of your workouts as you become more fit. Those who overdo it often experience muscle soreness, become discouraged and quit. Rather than trying to run three miles on your first day, begin by running a mile and increasing your distance as your fitness level improves. Most importantly, remember that feeling dizzy or ill is your body’s way of telling you that you are working too hard. If this happens, take a break or stop your workout for the day.

At What Pace Should I Be Exercising?

Exercise should be fairly comfortable for you. Your pace should be just below the point at which you start to breathe quickly. Exercising at this pace produces two desirable results: it mobilizes fat burning and helps you develop endurance. This means that for maximum fat burning, longer, slower exercise is more beneficial than short, strenuous workouts. If you are reasonably fit and are exercising at the proper pace, you should burn between 400 and 600 calories per hour during any aerobic exercise. This includes riding a stationary bicycle, walking or running on a treadmill or using a stair climber.

Commitment to a regular physical activity program is more important than the intensity of your workouts. Choose exercises you are likely to pursue and enjoy, such as walking, running, stair climbing, biking and swimming.

Healthy aerobic training should be performed three to five days per week with a minimum of 20 minutes per day. Remember, if your schedule is tight, it is better to exercise for a shorter period of time than not at all.
Strength training is another option. Strength training should be done two to three times per week, and is performed with free weights or weight machines.
Flexibility training is important too, but is frequently neglected, resulting in increased tightness as you age and become less active. Stretching is most safely done with sustained gradual movements lasting a minimum of 15 seconds per stretch. At a minimum, strive to stretch every day.

Counting Calories Means Trimming the Fat

The media is full of varying reports on how to lose or maintain weight. It’s no wonder that you may be confused about what foods to eat and what to avoid. Most experts agree that eating a well-balanced diet low in fat is the key to losing weight. Since fat contains more than twice the calories of carbohydrates or protein, high-fat food equates to higher calories. While lowering your fat intake is important, it is also important to monitor your calorie intake. Your ideal caloric intake depends on your age, body size and level of activity. Generally, women ages 23 to 50 need an average of 2,000 calories per day, while men in the same age group require about 2,700 calories per day.

For more information about healthy eating, visit: www.mypyramid.gov. Additional information provided by the insurance and health care specialists at RiskAware.

To find out more about how a PEO can help you manage and administer your company’s wellness programs, contact the LL Roberts Group (toll free) at 877.878.6463 or visit them online at www.llroberts.com.

Preventing Injuries From Slips, Trips, And Falls

2012-01-24T09:54:00.000-06:00

Did you know that slips, trips, and falls are second only to automobile accidents in causing personal injury? On stairways alone, falls result in almost two million disabling injuries yearly. There are thousands more minor injuries caused by slips, trips, and falls each year. Most alarming of all is the fact that industrial falls cause over 1000 deaths each year.

Do Your Safety Part

Slips and falls account for millions of work-related injuries every year, and an unguarded wet floor is just one of the many possible causes. It is important to spot unsafe conditions that could lead to slips and falls, and do what you can to prevent them.

There are various ways to suffer slips and falls while working. You can slip and lose your balance, you can trip over objects left improperly in your walkway, or you can simply fall from an elevated position to the ground. To avoid slips and falls, be on the lookout for foreign substances on the floor, such as:

· Deposits of water

· Food

· Grease or oil

· Sawdust

· Soap

· Other manufacturing debris

Even small quantities are enough to make you fall.

Good Housekeeping Counts

When entering a building from outside or from debris areas, clean your footwear thoroughly. Snowy and rainy weather requires a doormat at each entrance to allow for complete wiping of shoes. Avoid running, walk safely and do not change directions too sharply.

Beware of tripping hazards. Trash, unused materials or any object left in aisles designed for pedestrian traffic invites falls. Extension cords, tools, carts and other items should be removed or properly barricaded off. If equipment or supplies are left in walkways, report it so the proper personnel can remove it. Also keep passageways clean of debris by using trash barrels and recycling bins.

Practice Prevention

Walk in designated walking areas. Short cuts through machine or other manufacturing areas can cause accidents. Concentrate on where you are going – horseplay and inattention leaves you vulnerable to unsafe conditions. Hold on to handrails when using stairs or ramps. They are there to protect you should a fall occur. If you’re carrying a heavy load that hampers your ability to properly ascend or descend stairs, use the elevator or find help.

The worst falls are from elevated positions such as ladders, and can result in serious injury or death. Learn and practice ladder safety and the proper use of scaffolding. For example, when climbing, use a ladder of proper length that is in good condition. Keep it placed on a firm surface. Do not climb a ladder placed on machinery, crates, stock or boxes. Keep the ladder’s base one foot away from the wall for every four feet of height. Don’t over-reach. Always have control of your balance when working from a ladder. Never climb a ladder with your hands full, and always transport tools in their proper carrying devices.

Slips and falls occur every day. The extent of injuries and their recurrence can be minimized through proper safety knowledge, good housekeeping and practicing prevention.

If you have any questions regarding how to avoid slips, trips and falls for you or your employees safety, please contact the LL Roberts Group PEO Risk Management department (toll free) at 877.878.6463.

2012 State Minimum Wage Update

2012-01-17T10:18:00.001-06:00

Employers across the country are playing catch-up on several employment related tax adjustments on both a Federal and State level. Recently, we updated you regarding the Temporary Payroll Tax Cut Continuation Act of 2011 and the payroll tax cut extension through February 29, 2012. Now we want to advise you that several states are increasing their minimum wage, effective January 1, 2012.

As a reminder, be aware that when federal and state payroll laws differ, the employer must adhere to the law which benefits the employee the most. In cases where the state minimum wage is higher than the federal minimum wage of $7.25, the employee must be paid the higher state wage.

Below is a listing of states whose minimum wage increased January 1. A complete list of minimum wage by state can be found on the Department of Labor's website.

Arizona $7.65

Colorado $7.64

Florida $7.67

Montana $7.65

Ohio $7.70

Oregon $8.80

Vermont $8.46

Washington $9.04

Federal Minimum Wage (remains the same) $7.25

Professional Employer Organizations (PEO) assist small to mid-sized companies with a variety of employee administration needs, responsibilities, and liabilities, including employment tax administration, compliance, and remittance. To learn more about how a PEO can assist you and your company with its employee administration needs, please contact an LL Roberts Group PEO.

Time To Prepare And Post Your OSHA 300A Summary....Again!

2012-01-10T09:13:00.001-06:00

The start of a new year means that we must “start over” with a lot of the task we perform at work. Payroll functions, HR duties, and of course safety procedures that must be reviewed and updated. One of these Safety functions we need to remember every January is to prepare and post your company's OSHA 300A Summary. The 300A contains all the information of Work-Related Injuries and Illnesses in your 300 log. Employers with 10 or more employees must post a summary of the previous calendar year’s injuries and illnesses. If your company location has fewer than 10 employees, OSHA may still require your organization to complete the OSHA 300 log and summary if your total organization has more than 10 employees. Not all businesses must complete the OSHA log. Click HERE for a list of the exempt businesses.

To complete the 300 log, which contains all the information you need for the 300A Summary log, employers must classify work-related injuries or illnesses. The basic parts to the 300 Log that are recordable are death, loss of consciousness, days away from work, restricted work activity or job transfer, and medical treatment beyond first aid. You must update the OSHA 300 log within seven days after each injury or illness. To complete the 300A Summary log, total up all the events from the 300 Log and complete the 300A. An employer subject to this requirement must post the OSHA 300A Summary log even if the employer had no reportable injuries/illnesses in the prior year. In addition to the posting requirement, employees with no fixed work site or no access to posted sites must be provided with a copy of the report.

While every injury on the job should be taken seriously, not every incident is “recordable” for OSHA recordkeeping purposes. For example, an employee may receive only first-aid treatment or the incident may be an exacerbation of an earlier injury already reported. If you need more details, the OSHA/ Department of Labor Web site is very informative and can be very helpful. Click HERE for "step by step" 300 & 300A recordkeeping information.

The 300A Summary Log must be posted from February 1, 2011 to April 30, 2011. The log must be posted in a visible place that your employees can easily view. The break room or by the time clock are two good places that have a lot of employee traffic. The highest ranking company executive at each location must sign the 300A certifying that he or she agrees with the 300A Summary. The OSHA 300 log and the posting of the OSHA 300A Summary is a complex process. After they are completed, do not send the forms to OSHA unless they specifically request them. However, any inspection will no doubt include a review of the forms.

Should you have any questions concerning, your OSHA 300 and 300A Summary log please contact your LL Roberts Group PEO Risk Management or Workers Comp. department (toll free) at 877.878.6463.

If you find any of the topics on our blog informative, please share it with others who might benefit from the information provided.

2012 New Year Tax Updates

2012-01-04T09:05:00.002-06:00

As you are already likely aware, the US Congress previously enacted the Temporary Payroll Tax Cut Continuation Act of 2011. Recently, President Obama and Congress agreed to extend the 2011 payroll tax cut through February 29, 2012. What this means is that the “employee’s” OASDI portion of FICA taxes (i.e. Social Security tax contributions) will be calculated on and deducted from gross wages at a rate of 4.2% (a 2% reduction from the normal 6.2%). Please be aware that the “employer rate” is unchanged and will remain at 6.2%. The Medicare tax rate (portion of FICA taxes) of 1.45% (with no maximum cutoff) is not impacted for either employees or employers.

To assist you and your company in completing your company’s financial projections and calculating your employee administration costs for the New Year, here are a few of the key changes and updates for 2012:

· Social Security (OASDI) Wage Base…………………………...….$110,100

· SUTA Wage Base – (Texas, other states will vary)……….….…$9,000

· Federal Minimum Wage (state min wage prevails if higher).….$7.25

· Mileage Rate (per mile, business use)……………………….......$0.555

· Maximum 401(k) Contribution………………………………….…..$17,000

· Catch-up 401(k) Limit for People Over 50 years of age…….….$5,500

Congress continues to debate whether or not to extend the Temporary Payroll Tax Cut Continuation Act of 2011 beyond February 2012, but there is no determination to do so thus far. Please continue to visit our Blog for future updates.

As a reminder, PEO clients receive continuous update and support related to employment tax regulations and obligations, as well as other regulatory changes. Contact the LL Roberts Group today and find out how a PEO can assist you with your employee administration needs and to ensure your company’s compliance with constantly changing laws and regulations. Call us (toll free) at 877.878.6463 and ask to speak with an LL Roberts Group PEO Consultant. We will be happy to provide you with a “no cost” and no obligation” PEO proposal.

If you find the topics on our blog informative, please share it with others who might benefit from the information provided.

Federal Government Extends Payroll Tax Reduction Through 2/29/2012

2011-12-27T14:09:00.000-06:00

Congress has agreed to extend the Temporary Payroll Tax Cut Continuation Act of 2011 through February 29, 2012. This extension continues to reduce every employee’s Social Security withholding for employees from 6.2% to 4.2%. As has been the case since the enactment of the tax cut, the employer rate remains unchanged at 6.2%. Both the Employee and Employer Medicare tax will continue to be 1.45% with no maximum cutoff.

Due to the fact that Congress just passed this extension, the IRS has given businesses until March 31, 2012 to comply with the 4.2% social security tax rate; however PEOs are already making the necessary changes to ensure that all of their client company employees receive benefit of the adjusted 4.2% tax rate starting at the first of the year.

Furthermore, Congress has included a new "recapture" provision, in which employees that are paid at least $18,350 during the period between January 1 and February 29, 2012 will be taxed at a higher rate. However this recapture tax will not affect these employee’s paychecks; instead these high wage earners will pay a tax adjustment when they file their income tax return in 2013.

As a service to employees, those needing assistance in determining W-4 withholdings can access the online IRS Tax Withholding Calculator by clicking HERE.

For more question regarding your company’s payroll administration and how a PEO can alleviate many of your employee administration headaches, contact an LL Roberts Group PEO Consultant (toll free) at 877.878.6463.

Modified Duty Pay - What you Need to Know

2011-12-22T13:44:00.000-06:00

When Injuries occur, one of the questions that we get asked a lot as a PEO is how should I pay an employee that is placed on light or modified duty. Light duty is an interim step in the physical conditioning and recovery of an injured employee with temporary restrictions with the goal of returning to his/her original job. Light duty work reduces lost time days, decreases the injured employee’s disability experience, maintains employee/employer relationships and improves employee morale.

Let’s say you have a worker that has been off due to a job-related injury. Their doctor says they can return to modified duty, and you have identified a job for them to perform while on modified duty. When the employees’ doctor limits the number of hours a worker can be at work, you offer work up to that limit.

What should they be paid?

You could pay the worker their normal rate while on modified duty. The advantage is they are being paid by you. If they work a normal week, insurance payments end. The disadvantage is that you are probably paying more than the modified duty is worth. It removes the incentive to return to normal work. This can affect the morale of co-workers.

Another option is to pay the rate for the job being done. This may be less than the worker's regular pay, motivating the worker to return to their regular pay promptly. Most union contracts allow employers to place a worker into modified work. If your contract does not allow this, you may wish to bring this up at the next negotiation. The contract may address which jobs may be considered, how long they are available, and the wage while on modified duty.

How is the worker paid?

It is best to work through an example.* Let's assume the worker earns $300 per week. Compensation benefits while completely disabled are $200. What happens when you bring the worker back? The more they earn, the more they take home and the less work comp pays!

Earnings Wage Loss Work Comp Pays Total To Worker

Week 1 $100 66% 66% of $200 = $133 $233

Week 2 $150 50% 50% of $200 = $100 $250

Week 3 $200 33% 33% of $200 = $67 $267

*Each state may have varying percentages applicable to the wage loss. State specific factors will be applied.

Early and safe return to work benefits all parties. Light or modified duty can help the injured employee stay active and involved, which contributes to quality of life. A successful return to work program also benefits the employer who regains an active member of the workforce and reduces workers’ compensation costs.

For more information on how a PEO can assist you and your company by controlling your workers’ comp exposures and expenses contact the LL Roberts Group (toll free) at 877.878.6463.

The Hardest Job You'll Ever Have – Business Owner!

2011-12-14T11:27:00.000-06:00

New Business Owners/ Employers Must Deal with Establishing Policies and Procedures While Complying with Governmental Regulations

As the recovery from the recent recession continues many new small business owners are now dealing with hiring or expanding a workforce and in doing so are becoming “employers” for the first time.

Most new entrepreneurs quickly find out that the transition from employee to employer can be difficult - to say the least. Many fail to anticipate what lays head for their newly formed companies and themselves; being a business owner is the hardest job they’ll ever have!

As the company’s CEO, CFO, COO, Risk Manager, and HR Director the typical small business owner must handle a multitude of responsibilities and compliance issues while growing their start-up operation. And the fact is that there still is a boss to answer to – the government.

Dealing with Employee Attitudes:

One of the biggest challenges for first-time employers is realizing that they feel differently about their company than do their employees. The New Business Owner thinks about opportunities, establishing their brand, developing a good reputation, “hitting a homerun!”, however a lot of employees just think of their positions as being just another job or a paycheck. Of course, this awareness of the average employee’s attitude can be very frustrating for the passionate new entrepreneur.

Business Owners simply need to understand that they can’t expect employees to be, Without a stake in the business, a percentage of the profits, or a true say in the direction of the organization the employees are not as deeply invested (financially or emotionally) as is the Business Owner. The average employee doesn’t see the big picture. That doesn’t mean the Business Owner can’t have high expectations of their workforce, but it does mean that employees may not want to consistently work 12-hour days as you do.

Another problem new employers have is taking their vision of what a new job is about and putting it into concrete terms. Some workers might jump in, figure out what they need to do and get the job done. But others will want specific guidelines about the work. The solution is to come up with a job description and put it in writing before you start looking.

Employee Handbook:

Employers also must come up with policies to cover a variety of workplace issues.

When a candidate you want to hire asks how much vacation time is offered, you shouldn’t answer the question on the fly. You need to put your policies in writing in an employee handbook.

If you need help in putting together policies or a handbook, you can find sample policies by searching online. More comprehensive advice can be obtained from a human resources consultant.

Governmental Compliance Challenges:

Having even one employee means you have to start complying with government regulations. And more laws will apply to you if you keep hiring.

There are things you as a manager may not have known about, but as a business owner you’re going to be accountable for. It’s a good idea to see an HR consultant or a labor lawyer to be sure you comply with all the laws that apply to your company. Another good resource is a PEO.

To find out more about how a PEO can help you better manage and administer your company’s workforce, contact the LL Roberts Group (toll free) at 877.878.6463 or visit them online at www.llroberts.com.

Working Safely in Winter Weather Conditions

2011-12-07T13:22:00.000-06:00

Workers exposed to extremely cold conditions are at risk of serious health problems, including hypothermia, frostbite, dehydration and muscle injuries. Working in cold weather puts enormous strain on your body. To fight back, try these cold-weather safety tips while working on the job:

· Securely tie down or weigh down supplies so they are safe from gusts of wind.

· Be careful in high wind, and be aware of potentially slippery surfaces.

· Take frequent breaks in warm, dry shelters to allow your body to warm up.

· Sweep water out of passageways inside of buildings under construction to avoid slipping.

· Use the buddy system – always work in pairs.

Frostbite occurs after prolonged exposure to low temperatures or wet working conditions. Frostbite can be dangerous and even life-threatening. That’s why it is important to look for the following symptoms when working in cold temperatures:

· Discoloration of the skin.

· Burning or tingling sensations.

· Partial or complete numbness.

· Intense pain.

To prevent frostbite, wear loose-fitting layers of clothing and always cover your hands, feet, nose and ears. At the first sign of pain or if your skin gets wet, look for a place to warm up. When working outside, be aware as winds increase. Heat is carried away from the body at a faster rate, making you feel colder than if there were no wind. When your body temperature drops, your nerve cells and muscles work more slowly, impairing your body function. This is easy to notice when tying a shoelace or fastening a button in cold weather.

Safety Considerations

To reduce the risk of cold-induced injuries:

· Layer clothing to keep warm enough to be safe, but cool enough to avoid perspiring excessively. It should also contain the following:

· Inner layer – a synthetic weave to keep perspiration away from the body.

· Middle layer – wool or synthetic fabric to absorb sweat and retain body heat.

· Outer layer – material designed to break the wind and allow for ventilation, such as GORE-TEX^®.

· Wear a hat. Almost 40 percent of your body heat escapes from your head. If you wear a hard hat, add a winter liner that covers your neck.

Watch out for the effects of cold temperatures on common body functions, such as:

· Reduced dexterity and hand usage. (Cold tool handles reducing your grip force)

· The skin’s reduced ability to feel pain in cold temperatures.

If you have any questions concerning working in winter conditions and how you can improve your employees safety, please contact the LL Roberts Group PEO Risk Management department (toll free) at 877.878.6463.

Office Holiday Party Tips - “Party like its 2011!”

2011-11-28T14:33:00.001-06:00

For those of us that have been in the workplace for many years, we can likely recall the crazy office parties that went well into the night and may have even ended the next day with an awful hangover and a few regrets. That fact is that when it comes to office parties the best advice for business owners and employees alike is “not to party like its 1999”.

While office holiday parties are a good way for a company’s owners and executives to show their appreciation to employees, clients, and vendors alike, these types of gatherings can get a company into plenty of legal trouble too. Why so? In a word…“alcohol”.

Many an office party has had an unhappy ending when and over served employee or guest made un unwelcomed sexual advance to a coworker or other guest; or possibly worse, was involved in a serious car accident on the way home. Either way, the company hosting the party can be held liable.

So what should a company do—just stop having office parties? No, of course not, however when planning an office party it is crucial to set well communicated parameters for the purpose and acceptable behavior for attendees to the party. Here are a couple of points to keep in mind as the business owner or manager responsible for giving the party:

1. You are liable! A good idea is to check your business insurance and see if you are covered in the vent that a mishap occurs in conjunction with the party. A commercial general liability policy may cover liquor liability, but that doesn’t cover sexual harassment or a physical assault by a party attendee. Call your insurance agent to see what your policy covers.

2. Establish expectations for your employees and guests. Office Parties are usually given to show the company’s appreciation for its employees, clients, vendors, or other supporters. However, the key point is that it is still a “work related event”. Everyone needs to understand this point and be advised that normal office protocol and professional behavior is still expected (even if alcohol is being served). Send out an email to the staff and post the same message on the company bulletin board that reminds everyone what is expected of them.

3. Pick a theme that doesn’t encourage trouble. Having a party at a local pub with an open bar sends a direct message to everyone attending…”Let’s Party!” Many companies have enjoyable events that do not serve alcohol; of course that’s an option that you may consider. Having the party during the day as a luncheon or open house is another consideration; keep in mind that these events can be alcohol free or simply encourage moderate alcohol consumption (as opposed to an afterhours or night time event). Maybe, you can just issue “drink tickets” to each guest (no more than 3 is advised), but watch out, unused tickets can easily end-up with someone getting over served.

4. Have a plan for the party’s end. Arrange for a car service to be ready at the party’s conclusion. Keep the number for a local cab service ready and easily accessible for hosts to make quick arrangements for a ride. Make sure that the attendees know when the party is supposed to end in advance and then stick to that time. Keep a watchful eye out for anyone that may have had too much to drink and then take the necessary steps to get them home, safely.

So, keep in mind that holiday office parties are a company’s responsibility and may be a liability to be considered. Unfortunately, these types of events can be a human resources department’s nightmare. To learn more about how a PEO can augment or support your company’s human resources related needs contact the LL Roberts Group (toll free) at 877.878.6463

How to Control Workers’ Comp Costs

2011-11-23T11:02:00.001-06:00

Regardless if employees are injured on the job due to their own careless behavior, those accidents are still covered by their employer’s workers’ compensation insurance. To reduce and/or avoid injury claims, it is crucial to continually promote safety awareness and safe work habits.

To enhance workplace safety and improve employees’ quality of life, as well as the company’s bottom line, employers can consider some the these ideas:

1. Provide each employee with a workplace safety manual with detailed rules and safe work practices they are expected to follow.

2. Inspect the workplace on a regular basis to identify and correct hazards and monitor use of safety equipment and adherence to safety rules. Reward employees for compliance.

3. Communicate with employees to assure they understand the importance of safety guidelines and solicit their feedback with regard to safety issues and corrections.

4. Develop an effective safety program and consistently enforce safety rules.

5. Post safety reminders in common areas and hold workshops or safety seminars to cover specifics.

6. Provide employees with ergonomic products and protective equipment, and monitor their use.

7. Maintain detailed records of injuries and accidents.

8. Create return-to-work programs to return injured employees to work as soon as possible, even if on a limited basis.

9. Pay extra close attention to activities with high-injury rates.

Contract with a Professional Employer Organization (PEO) for pay as you go, no deposits, and no audits workers’ comp coverage. The PEO will also provide you safety assessments, recommendations, safety manuals, and manage all of your workers’ comp related claims.

For more information on how a PEO can assist you and your company by controlling your workers’ comp exposures and expenses contact the LL Roberts Group (toll free) at 877.878.6463.

Social Security's OASDI Program Increases Limits In 2012

2011-11-14T14:11:00.000-06:00

According to the Social Security Online website, the Social Security's Old-Age, Survivors, and Disability Insurance (OASDI) program limits for 2012 will be increased to $110,100. This is a portion of the employment taxes charges to employers and employees alike often referred to as “FICA”. The OASDI tax rate for wages paid is set by statute at 6.2 percent for employees and employers, each. This limit changes each year with changes in the national average wage index. For earnings in 2012, the OASDI base is $110,100. Thus, an individual with wages equal to or larger than $110,100 would contribute $6,826.20 to the OASDI program in 2012. The OASDI tax rate for self-employment income in 2012 is 12.4 percent.

For Medicare's Hospital Insurance program, there is no limitation on taxable earnings. Tax rates under the Medicare's Hospital Insurance program are 1.45 percent for employees and employers, each, and 2.90 percent for self-employed persons.

PEOs assist clients by administering, calculating, and remitting employment taxes (such as FICA taxes) for their clients. To learn more about how a PEO can assist your company with it’s employment tax burden contact a PEO Consultant at the LL Roberts (toll free) at 877.878.6463.

Depression In The Workplace

2011-10-25T15:53:00.000-05:00

According to RiskAware, a division of Risk Transfer, depression is a debilitating disease that not only affects the person suffering from it, but also affects those around them and the employer’s bottom line. In addition to the medical costs to treat depression, employers see huge losses in productivity from workers who are depressed and not treated. In fact, among diseases such as arthritis, allergies, asthma, back pain, headaches and high blood pressure, depression is most likely to decrease focus and inhibit productivity, according to the American Psychiatric Association. The direct and indirect costs of depression can be significant for employers, making it essential to address. Employers can combat depression in the workplace by educating their employees and making available valuable resources to help those suffering from the condition.

What is Depression?

The National Institute of Mental Health describes a depressive disorder as a debilitating disease that affects the body, mind, mood and thoughts of an individual. This illness affects many aspects of the individual’s life such as eating and sleeping patterns, self-esteem, motivations and perceptions. Symptoms of depression that may be evident in the workplace include:

· Minimal or inconsistent productivity

· Absenteeism, lateness, leaving one’s work station frequently

· Downfall in work quality

· Missing deadlines or putting things off

· Withdrawal from others

· Overly sensitive or emotional

· Lack of an interest in one’s work

· Difficulty learning new things or remembering

· Slowed thoughts and actions

· Comments about being tired all the time or an appearance of being lethargic

The one things employers should not do is offer a potential diagnosis or ask the individual if they have depression; you would face legal liability under the Americans with Disabilities Act. Instead, it may be appropriate to express your concern for the individual’s well-being, or discuss their performance if it is suffering. A safer route would be to promote education and resources to your entire workforce, to encourage those suffering to seek assistance.

Employers can take a proactive approach to battling depression and assist their employees on the road to recovery in various ways. To learn more about employee relations and work related matters, contact the LL Roberts Group PEO Human Resources Department and find out how a PEO can assist you and your company. Call the LL Roberts Group (toll free) at 877.878.6463.

Bloodborne Pathogen Safety

2011-10-12T15:30:00.000-05:00

Exposure to blood, body fluids and other potentially infectious materials (OPIM) can be hazardous to your health. Blood and body fluids, for example, may contain bloodborne pathogens - microorganisms that can cause illness and disease. These microorganisms are transmitted through contact with contaminated blood and body fluids.

Dangerous Tasks

There may be times when you need to take extra precautions while performing certain tasks on the job or assisting others who may be ill or injured at work. Some dangerous tasks include:

· Those performed with the use of sharp implements like needles, razors blades, and glass.

· Those requiring direct work and contact with blood and other body fluids.

· Those requiring the handling or disposing of contaminated trash or waste.

· Those requiring actions of a first-responder, like attending to a bleeding victim or performing CPR.

Minimizing Exposure

In order to minimize your exposure, always use appropriate PPE when working with blood or infectious materials. Be sure to check your PPE for damage before using and remove PPE carefully to avoid self-contamination. Follow proper protocol for disposing of contaminated PPE correctly in leak-proof containers for properly marked bags. Employers must ensure that all employees have been trained in the use of PPE and all training should be documented. Other steps to follow include:

· Use good personal hygiene. Wash exposed skin immediately with soap and water. Wash thoroughly after removing PPE. Flush exposed eyes, nose or mouth quickly and thoroughly with water. Cover any open wounds or cuts.

· Use good work practices. Minimize splashing of infectious materials. Clean up spills immediately. Clean and decontaminate all equipment and surfaces in contact with blood or other infectious material. Dispose of sharps in a puncture-proof, labeled container.

· Know the proper response for accidental exposures. Know the Bloodborne Pathogens Standard so you can respond without fear. Report on-the-job exposures promptly and seek immediate medical attention.

Responding to Exposure

In the event you experience an exposure to blood, body fluids or OPIM immediately:

· Wash affected area thoroughly.

· Report the incident to your supervisor, complete an incident report form, and promptly begin medical follow up.

If you have an exposure incident on the job in which your eyes, mouth, other mucous membrane or broken skin comes into contact with blood or other infectious materials, arrange for an immediate medical evaluation that:

· Documents what happened.

· Identifies and tests the source individual if feasible.

· Tests the exposed person's blood, if consent is obtained.

· Provides counseling & Evaluates any reported illness.

You can reduce your chance of an infectious occupational exposure by identifying dangerous tasks, minimizing your risk and knowing what steps to take following an exposure incident.

If you have any questions concerning bloodborne pathogen exposures and how you can improve your employees safety, please contact the LL Roberts Group PEO Risk Management department (toll free) at 877.878.6463.

Your Employees and Social Media!

2011-10-05T17:15:00.000-05:00

What are your employees saying about you?

Is your employee “tweeting” at his or her desk right now? If so, are they posting an opinion about your company or you? Impulsive Facebook posts and Tweets can obviously share an opinion or insight about your company that you would rather not be shared with your community, much less the world! Many companies are trying to figure out how they can limit what their employees say about work online without running violating the employees’ rights or the law.

So how far can a company’s Social Media Policy go? More than 100 complaints at the National Labor Relations Board (NLRB) within the last year have created a lot of uncertainty for businesses about what they can prohibit.

In one case, a Wal-Mart employee posted on Facebook a complaint about management “tyranny.” As a result, the employee was suspended for a day and disqualified from seeking any promotion for a full year. In this case, the NLRB determined that the Facebook post was “an individual gripe” and not an effort to discuss Wal-Mart work conditions with co-workers and declined to take action against the retailer.

The NLRB says federal law permits employees to talk with co-workers about jobs and working conditions without reprisal, whether it occurs in the company lunchroom or on Facebook. However, workers should be warned that not everything they post on Facebook or Twitter about their workplace or employer will be considered permissible under the law. A good idea is to stand-up, take a deep breath, count to ten and think about whether or not hitting send or post is the best idea.

If you have questions about how your company should address your Social Media Policy contact a HR Consultant or reach out to the LL Roberts Group to determine how a PEO and its HR Department can assist you by calling (toll free) 877.878.6463.

Small Businesses Pessimistic About The Economy

2011-09-28T13:26:00.000-05:00

When the country recovered from recessions in the past, small businesses were usually the first companies to start hiring. But smaller companies are so pessimistic now that they’re not taking on their usual leadership position.

The National Federation of Independent Business, which issues a monthly report on small business optimism, says “confidence in the future of the economy crashed in August, and that the small business half of the economy is still in the “tank.’”

Fewer survey participants said their sales were rising and more said sales were falling than in July. Thirty-four percent of owners surveyed said they expect their sales to fall in the next three months. Twenty-one percent expected sales to rise, and 45 percent expected them to be unchanged. Employers are unlikely to hire if they’re unsure that they’ll have the sales to justify a larger staff.

The NFIB said 11% of the owners it surveyed in August planned to create jobs in the next three months. 12% plan to cut jobs, and 77% plan no changes.

The group said those readings are at the low levels seen during a recession. It predicted that the “unemployment rate could ease a fraction or remain unchanged” at 9.1 percent. According to the NFIB survey, only 7 percent of business owners expect business conditions to be better six months from now. Forty-one percent expect them to be worse, and 52 percent expect them to be unchanged.

If you are looking for ways to streamline your company’s costs and beef-up your bottom line, contact the LL Roberts Group (toll free) at 877.878.6463 and find out of a PEO can save you and your employees money!

Eight Tips For Interviewing Effectively!

2011-09-23T11:53:00.002-05:00

!BE A GOOD HOST. Think of applicants as guests, and you’re off to a good start. Offer coffee or a soft drink with a smile and a handshake, and show up at the appointed time. Don’t interview from behind your desk, put telephone calls and interruptions on hold, and give this meeting the attention it deserves.
ASK OPEN-ENDED QUESTIONS IF YOU WANT COMPLETE INFORMATION, and learn to query, “What did you do when…?” Since the best predictor of the future is the past, find out how the applicant has handled previous job problems and you’ll have a good idea how she’ll deal with future challenges.
PREPARE FOR THE INTERVIEW. Never wing it. Review the job description and specifications beforehand. You must be familiar with the candidate’s application and attitude evaluation report before the interview. Make notes. Do you need more specific information about skills? What about employment gaps? Why did the candidate leave his past jobs?
ENCOURAGE THE APPLICANT TO DO 75% OF THE TALKING. Your primary purpose is to get information, and you can’t do that while you’re talking. Allow the candidate time to process your questions if you want thoughtful answers.
DON’T PROVIDE DETAILED BENEFIT AND ORGANIZATION INFORMATION DURING AN INITIAL INTERVIEW. While you want to give the applicant basic facts about the job, save details for a later discussion if and when this candidate becomes a top choice.
STAY AWAY FROM PERSONAL ISSUES. Don’t talk about family, religion, disabilities, or marital status. Novice interviewers can run into trouble at the beginning of an interview as they search for small talk issues. Discuss weather or sports to put the applicant at ease. Those topics keep you away from potential legal pitfalls while transitioning to appropriate interview questions.
DON’T OVERSELL THE JOB. If you try to attract a candidate with speculation and promises, you may face breach of contract issues. Remember that statements or promises made by interviewers can be interpreted as oral agreements.
BROADEN YOUR HORIZONS. You aren’t looking for a new best friend. Sociologists tell us we like to associate with people who mirror us in age, gender, value systems and ethnicity. We tend to hire what we are. This becomes a major problem when companies are trying to achieve higher levels of diversity. If you insist on cloning your own personality, you overlook opportunities for a dynamic team.

Don't forget, everyone puts on a good face in an interview. Checking a candidate's attitude evaluation (MD/100 or MD/180) lets you know the real personality beforehand. Is the interviewee being completely candid with you? Is he consistent with his replies? Is she being overly modest or describing a personality that is at odds with the evaluation? An attitude evaluation will give you great insights into probable behavior, allowing you to ask targeted questions for a more revealing and conclusive interview.

For more information concerning how a PEO can assist you with addressing your employee recruiting practices, please contact an LLRG PEO Consultant (toll free) at 877.878.6463. The LL Roberts Group proudly uses MindData Job Candidate Evaluation tools. For more info on MindaData, visit www.MindData.com

Office Safety Tips - What You Can Do To Prevent Mishaps

2011-09-19T11:36:00.000-05:00

While they may be one of the last things on your mind at the office, there are potential safety hazards all around you. To prevent injury and promote office safety, incorporate the following precautions into your everyday routine.

Walkways Safety

· Immediately clean up spills, melting snow and rain water from your shoes when entering the building to avoid tracking in a slippery mess.

· If you notice a spill, alert maintenance staff and place a wet floor sign in the area. Remove the sign as soon as the floor is dry.

· Never run in hallways or aisles.

· Clear clutter such as wastebaskets from hallways and aisles.

· Never run a cord so that it crosses a walkway. Find an alternate way of attaching it.

· Always use handrails as you walk down stairs.

· Use the elevator if you must carry a heavy box to another floor.

· Open doors slowly to avoid hitting someone on the other side.

Workstation Safety

· When you are not using desk and file drawers, close them.

· Do not place file cabinets near doors or in high traffic areas of the office.

· Place heavy loads only on the bottom shelves of file cabinets and open one drawer at a time when retrieving items.

· Be cautious when using sharp items such as letter openers, staplers, box cutters, etc., and store them safely in drawers when not in use.

· Open drawers only with the handle to avoid getting your fingers stuck.

· Avoid paper cuts by handling documents carefully and slowly. Use a rubber thimble if you will be handling large quantities of paper.

· If you need to reach something on a tall shelf, find a stepladder. Do not stand on a chair or desk.

· Avoid eating or drinking near your computer to avoid spilling on it.

Notify HR

If you see any loose carpeting, uneven floors or missing tiles, notify HR. They can quickly address the problem so you and your co-workers do not injure yourselves unnecessarily.

Make it a Priority

If you are unsure about any safety procedure, do not hesitate to ask your supervisor.

If you have any questions concerning office safety and how you can improve your employees work environment, please contact the LL Roberts Group PEO Risk Management department (toll free) at 877.878.6463.

Will Employers End Their Group Medical Plans In 2014?

2011-08-31T11:07:00.001-05:00

Recent studies indicate that many are planning to do so! Nearly one of every 10 small to mid-sized employers expects to stop offering health coverage to workers after insurance exchanges begin operating in 2014 as part of President Obama’s health care overhaul, according to a survey by a major benefits consulting firm. The survey found that one in five companies is unsure about what they will do about group medical coverage for their employees after 2014. Apparently some small to midsized business owners feel they will be better off dropping health insurance coverage once the exchanges start and just paying the related fines and penalties.

If the survey is correct and business owners in fact terminate their existing group medical plans it could start a trend that chips away at employer-sponsored health coverage in the United States. Up to this point, employer sponsored plans have been the mainstay of the nation’s health system.

The survey also indicated that the overall majority of employers expect to continue offering employee benefits; even after the exchanges start. One reason is because if employers actually drop their group medical plans, it could lead to more taxes for both their companies and employees. Since health benefits are not taxed, and companies could be fined for dropping coverage, the penalties and tax ramifications could out way simply maintaining company group medical plans. Yet another pressing concern for employers is that if they terminate their company sponsored health plans, how will they be perceived by their employees? Terminating such plans would likely be seen by employees as a steep compensation cut if they don’t receive a pay raise in conjunction with the plan’s termination.

For more information on what employee benefit options may be available to your company and its employees, please contact your LL Roberts Group PEO Consultant (toll free) at 877.878.6463.

Ergonomic Breaks, Rest Periods, and Stretches At Work!

2011-08-25T11:54:00.001-05:00

I know we’ve written about Ergonomics before, but as the heat of summer wears on and fatigue plays a crucial role in work related injuries, I thought we should address some ways we can help employees reduce some of the “little” strains that could add up to “big” challenges. In an earlier blog posting, Ergonomics At Work. What Is It?, we talked about Ergonomic injury risk factors. These include forceful movements, repetitive motions, awkward postures, and lack of rest. Today we will talk about how to combat some of these challenges you might experience at work. Rest periods give the body time to recover from work; breaktime exercises and stretches strengthen the body. Workers should think of themselves as Industrial Athletes; athletes wouldn’t participate in a sport without proper rest and warm-up, so use the same preparation on the job.

Maintaining overall health reduces your risk of injury. Get a good night’s sleep to rest your body and maintain alertness. Eat healthy foods and drink fluids to boost energy and stay hydrated. Aerobic exercise and weight training increase strength and vitality. Stretching, yoga, and pilates improve flexibility and build core body strength.

Pay attention to signs of discomfort and fatigue on the job; these are warning signs from your body. As muscles tire during a work task, slouching can lead to poor posture, sloppy, uncontrolled movements, and injuries. Rest breaks mean recovery for the body. During a job task, take micro-breaks lasting 10-15 seconds every ten minutes. Take mini-breaks lasting 3-5 minutes every thirty to sixty minutes. These short breaks give the body a rest, reduce discomfort, and improve your performance.

Alternate your work activities and postures throughout the day. Rotating tasks may seem inefficient, but the rest and use of different muscle groups increases energy and maintains productivity. For example, if you are a landscaper, don’t trim all of the shrubs, sweep up the trimmings, and then leaf-blow the whole area; work in sections and trim, sweep, and leaf-blow in alternating tasks. If you work at a single workstation and job task all day, move into different postures while you work: first standing, then standing with one foot resting on a stool, then sitting.

Stretches help you warm-up before work and relax during breaks; they increase flexibility and boost blood flow and oxygen to muscles. Perform stretches slowly and gently; avoid extreme postures and stop stretching if you feel pain or discomfort. Physical and Occupational Therapists are the most qualified individuals to generate a specific stretching and warm-up program.

Overall fitness and flexibility, adequate sleep, task rotation, and rest breaks can help limit the overall risk of injury.

If you have any questions concerning ergonomics at work and how you can improve your employees safety, please contact the LL Roberts Group PEO Risk Management department (toll free) at 877.878.6463.

Employer Regulations Are Intensifying Everyday. Is “E-Verify” The Immigration Solution?

2011-08-17T13:29:00.001-05:00

Recently numerous state legislatures, the U.S. Supreme Court and Congress have weighed in on the extent of companies’ obligations to verify the immigration status of job applicants. As a result, employers are becoming increasingly nervous. It seems that a new state law is coming out almost every day. Employers are left with the questions “What are we supposed to do?’”

There were 279 employment-related immigration measures introduced in 44 state legislatures during the first quarter of 2011, according to a report released May 23, 2011, by the National Conference of State Legislatures. These bills usually require public employers and state contractors, and, in some cases, private employers as well, to check whether new hires are eligible to work in the United States, generally by using E-Verify, the federal government’s electronic verification system. Most of the bills establish penalties for businesses that employ unauthorized immigrants.

E-Verify is an Internet-based system that compares information from an employee's Form I-9, Employment Eligibility Verification, to data from U.S. Department of Homeland Security and Social Security Administration records to confirm employment eligibility. Of course, we’re all aware that illegal immigrants come to the United States seeking job opportunities; however there is a right way to do this (seeking work related Visas/permits) and an illegal way (coming into this country illegally as undocumented workers). The Federal Government has many concerns related to protecting American workers rights, the reporting and subsequent collection of employment taxes, and the general protection and welfare of our country. E-Verify is a significant step that the Department of Homeland Security has taken to ensure that companies follow the law and employ a legal workforce.

The U.S. Department of Homeland Security is working to stop unauthorized employment. By using E-Verify to determine the employment eligibility of their employees, companies become part of the solution in addressing this problem.

Hundreds of thousands of employers, large and small, across the United States use E-Verify to check the employment eligibility of their employees, with about 1,200 new businesses signing up every week While participation in E-Verify has been a voluntary decision or process on the part of employers, increasingly States are making the use of E-Verify a requirement to do business (as an employer) within their States. States where employers are already required by state law or federal regulation to use E-Verify when hiring new employees within their state are: Arizona, Mississippi, and Louisiana. Other states, such as Alabama have passed State Bills to enact the same requirement. E-Verify is also mandatory for employers with federal contracts or subcontracts that contain the Federal Acquisition Regulation E-Verify clause.

Employers should try to keep on top of requirements for each state and to make sure that they are complying with state laws. In addition, employers need to be aware that state laws can require E-Verify only for new hires. Expect more States in the very near future to adopt E-Verify as a new hire requirement for employers in their states.

For more information on E-Verify and other Federal or State employer regulations or requirements that impact your business contact your Human Resources Consultant, legal counsel, or your PEO Representative. You can contact the LL Roberts Group about how a PEO can assist you to be incompliance with governmental regulations by calling (toll free) 877.878.6463.

Obama Care Update “Free” Birth Control Mandated!

2011-08-11T14:12:00.000-05:00

The Obama administration recently announced the biggest change in women’s health care since the advent of the birth control pill more than 40 years ago: coverage of birth control as prevention, with “no co-pays”!

In addition to making the pill available to insureds at no cost, other services ranging from breast pumps for new mothers to counseling on domestic violence were also included in the broad expansion of women’s preventive care under President Barack Obama’s health care overhaul. In most cases, these changes will be applied to health plans on January 1, 2013. Millions of women are expected to benefit from this change. Interestingly, many health care experts predicted the change will promote the use of costlier long-acting contraceptives, such as hormonal implants. Furthermore, health care providers and experts agree that these changes will result in slight increases in health plan premiums.

At first, some plans may be exempt because of a provision of the health care law known as the “grandfather clause”, however those plans could face pressure to include the new coverage.

As recently as the 1990s, many health insurance plans didn’t even cover birth control. Protests, court cases and new state laws led to dramatic changes. Today, almost all plans cover prescription contraceptives – with varying co-pays. Medicaid, the health care program for low-income people, also covers birth control.

A recent government study found that birth control use is common place amongst American women. Still, about half of all pregnancies in this country are unplanned. Many are among women using some form of contraception and forgetting to take the pill is a major reason.

For more information on health benefits and updates to healthcare, contact your LL Roberts PEO representative (toll free) at 877.878.6463

Canned Air Products Can Cause Injury!

2011-08-04T10:01:00.001-05:00

Canned Air is something that almost everyone of us has used at some point at work or at home. The reality is no one really ever thinks about the dangerous potential this product has. I’ve seen people use it to clean dust off their desk, out of their car, or even to clean themselves off after getting dirty. While Canned Air can be handy, we must use it the right way. An employee working in a bowling alley suffered burns to her face due to a flash fire while cleaning a paper shredder using a canned-air product. The employee tilted the can, which released its contents as a liquid onto the shredder. As the liquid became a gas, it suddenly created a zone of highly concentrated, flammable gas that was easily ignited. I even have “first hand” knowledge of my niece getting a burn on her arm which was actually a case of frostbite due to the extreme cold temperatures the compressed air or “gas” in the can.

Canned air is a type of dusting product used to remove dirt and debris from hard-to-reach surfaces, such as computer keyboards, cameras, printers and other office equipment. Although this product can be helpful in accessing hard-to-reach spots, or a quick clean up, there are some dangers involved in using this product. Without training, users may not follow safe use practices because they mistakenly assume these products contain harmless, pressurized air. Canned‐air products actually are “canned gas” which contain a gas that is mostly compressed into a liquid. A variety of gases are used in these products and some are highly flammable. Difluoroethane is one example of a commonly‐used, highly‐flammable gas. Check the product label or the Material Safety Data Sheet (MSDS) to know what is inside the can.

Safe use of these products requires the user to keep the can in an upright position during spraying. This upright position allows only the gas layer above the liquid to be released from the nozzle. Unsafe use occurs when the can is tilted, allowing the liquefied gas to be released from the nozzle and saturate the air and any surfaces it contacts. If the immediate use area is enclosed or poorly ventilated, the gas is more likely to become concentrated, creating a flammable atmosphere.

In rare and extreme cases, frostbite can occur. When any canned‐air product is used you can feel the can become colder. This is caused by gas expansion, and the liquid inside is even colder. If expelled, the liquid can quickly and deeply chill skin, fingers, and any other part of the body it contacts. Exposure to a steady stream of this liquid can cause serious frostbite with physical injury. Even mild frostbite can cause an intense burning pain as skin thaws. To prevent frostbite, most canned‐air products carry a warning not to tilt or shake the can.

Fortunately, you can take a few basic steps to keep your employees safe from the possible hazards associated with canned-air products:

· Determine who uses these products in your workplace and where they are used.

· See if the products are used in enclosed spaces or poorly-ventilated areas. If they are, move use to an open and well-ventilated area.

· Switch from a flammable to a nonflammable canned-air product.

· Share this Hazard Alert with employees who use these products and any staff in charge of ordering canned-air products.

· Make sure users read the label on the can and follow instructions on how to use the product safely.

· Make MSDS available for more thorough hazard information.

· Consider whether eye, face, and skin protection is needed.

If you have any questions concerning your employees safety, please contact the LL Roberts Group PEO Risk Management department (toll free) at 877.878.6463.

Tips for Conducting Employee Performance Reviews

2011-07-27T11:43:00.000-05:00

On the surface, employee performance reviews seem simple enough to conduct, however don’t be fooled, one false step can be very costly. One wrong step can create legal problems for your company later. Here are a few tips to help your company conduct compliant and effective reviews.

· Hold all employee performance reviews in a private office or area and keep those records confidential and secure.

· Do not let an employee's good performance in one area sway your opinion and assessment in other areas that can use improvement.

· However, don’t let poor performance in one area lead to an overall poor review rating.

· Weight the whole performance period, not an isolated or recent time frame.

· Keep it professional and don’t make it personal.

· Don’t say or do anything that can be deemed as being discriminatory.

· Make your points in a clear and concise manner. Avoid vague statements or references.

· Be frank and honest. Do not say that the employee’s performance was good when it isn’t.

· Be consistent. Documentation and processes should be the same for all employees.

· If an employee is not performing up to expectations. Give him or her specific ways to improve and a specific time frame to do it in. Write on the review that if the employee does not improve within the time frame, they may be disciplined or terminated.

· Revisit the employee’s prior years' performance reviews to identify any concerning trends, such as tardiness, neatness, or their ability to work well with other employees.

· A performance review meeting is not the time to tell an employee of an issue for the first time. Ongoing communication throughout the year is crucial.

Document, document, and then document. If an employee violates a company policy or fails to perform in a satisfactory manner, write them up! Be sure to have employees sign their performance reviews. If an employee refuses to sign the review, denote that on the review. Make a copy for the employee and be sure to keep the original in your records.

If you have any questions regarding performance reviews contact the LL Roberts Group PEO Human Resources Department and find out how a PEO can assist you and your company. Call the LL Roberts Group (toll free) at 877.878.6463.