It’s Time to Review Your Employee Handbook
October 26, 2021
It’s Time to Review Your Employee Handbook

One of the areas within Human Resources that I am most passionate about is the Employee Handbook. Often underestimated, an employee handbook is the “Bible” of both corporate policies and company culture. As employees, we look to the handbook to provide us with clear expectations of behavior, as well as legal policies and our rights as an employee. But as the employer, we are creating these policies as a way to protect our business from lawsuits and charges of discrimination, wrongful termination, or sexual harassment. When the expectations are clearly defined and reinforced, the rules are easy to follow.   In this article, I’ll go over some key sections that should be included in every Employee Handbook.


Communicating Culture, Mission and Values

An overall theme communicated in the employee handbook centers on company culture, mission, and values. Even at the most basic level, it answers the following questions: “Will I fit in as a new employee?”; “Are the values of the company in line with my own?”; and “Will my contributions make a difference to the success of the company?” A new employee wants to feel a sense of belonging and purpose, and a clearly defined mission and value statement, as well as a positive culture which is nurtured to support it, will help an employee grow and develop a sense of ownership and pride in the company they work for.


Employee Conduct

As a person responsible for writing handbooks, it’s my job to clearly communicate to employees what the employer expects of them, not only during the workweek, but also as a representative of the company in their off-time. Employee conduct is a critical component in businesses today. It requires a company to create a structure of what happens when an employee fails to meet company expectations. Important policies, such as standards of conduct, ethics, sexual harassment, non-discrimination, bullying in the workplace, dress code, excessive absences or tardiness, are just a few of the important areas an employee handbook covers to explain employee expectations. Disregarding these policies can subject employees to disciplinary action or termination of employment. An employee handbook that clearly outlines these expectations provides employees with clear guidance as to how to properly conduct themselves in the workplace.


Define Expectations

It’s important for an employee handbook to clearly define expectations of employees, as well as expectations of management (i.e., supervisors, department managers, or company leadership). All parts of management should be on the same page when it comes to treating employees equally while appropriately reinforcing policies across all departments. Employees must know who to go to when they have questions about how to perform their job duties (your supervisor), where to find out about Family Medical Leave (Human Resources), or who to talk to when they see a workplace violation (Risk Management/Safety). A strong employer-employee relationship is one key to a positive working environment.


Benefits

Post-Covid, employees are looking for jobs that offer flexibility and benefits. An employee handbook will tell employees who’s eligible to take advantage of company benefits, such as paid time off/vacation, sick time, health insurance, vision and/or dental insurance, or 401(k) contributions or matching. Benefits are important in attracting and retaining employees, so it’s important to introduce these benefits during the interview, and reinforce them in the employee handbook as a reference, when needed.


Compliance

Every employer is required to comply with federal and state employment laws. Regardless of what state the business resides in, it will need to be in compliance with these laws. The employee handbook should clearly communicate what is required in your state, and employees should be aware of their rights under these laws. Disability leave laws, Paid Family Leave, New York Paid Sick/Safe Leave, and other required laws must be included in your employee handbook. As the laws are updated, so too should be the handbook.


Not all employers realize the importance and the value of a handbook (the most popular comment being “Why do I need one?”) until there’s an issue, such as a lawsuit, brought about by a current or former employee. While this list is nowhere near exhaustive, employers must be able to provide their attorney with a copy of the current employee handbook which clearly defines the following:


  • All time off policies;
  • What happens to accrued time off upon termination;
  • All policies required under federal and state guidelines;
  • Who an employee can turn to for questions;
  • How to properly report complaints; and
  • Where employees have signed off that they have read and understand all the policies in the handbook.


If your company does not have an employee handbook, you could find yourself liable for damages if you are ever taken to court for wrongful termination claims, sexual harassment claims, code of conduct violations, workplace violations, or not following state and federal mandates, etc. A company can easily open themselves up to liability risks for not having clearly documented workplace and benefit practices.


Annual Review

An employee handbook is the blueprint that all employers and employees have to follow in order to maintain a positive, professional work environment. Employee handbooks should be reviewed yearly to make sure that all employment policies are current and in compliance with state and federal laws. When policies are clear and implemented equitably, it ensures that both employees and management are treated with respect in a harassment- and discrimination-free way. If you find your company is having issues in certain areas, then it’s time to revisit and reinforce your handbook policies. If you do not have an employee handbook yet, then it is time to create one!  If you have any questions about the process, call Simco.


 

Sources:

https://www.shrm.org/resourcesandtools/tools-and-samples/how-to-guides/pages/developemployeehandbook.aspx

https://www.insperity.com/blog/why-are-employee-handbooks-important/

https://www.paycor.com/resource-center/articles/8-reasons-you-should-have-a-company-employee-handbook/

https://www.thebalancecareers.com/what-does-an-employee-handbook-do-for-you-1918123

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Top 5 HR Trends That Will Shape Businesses in 2025

January 7, 2025
As 2025 kicks off, the HR landscape is evolving faster than ever before. Technology, shifting workforce expectations, and the need for businesses to be agile in a dynamic global environment are all driving change. What worked yesterday may not be enough today, and companies must adapt to stay ahead. Here are the top five HR trends you’ll need to watch closely in 2025: 1. AI is Changing the Hiring Game Artificial intelligence is no longer just a buzzword in HR—it’s a game-changer. Tools that can scan resumes, match candidates to roles, and even conduct initial assessments are becoming staples for businesses aiming to save time and improve hiring outcomes. In 2024, many organizations began integrating AI to remove unconscious bias and make their hiring practices more inclusive, and this trend is expected to accelerate. 2. Flexibility Isn’t Just a Perk Anymore Hybrid and remote work models are here to stay, but the conversation has shifted. In 2025, it’s less about offering flexibility and more about making it work effectively. Companies are adopting sophisticated tools for remote collaboration, redefining performance metrics, and ensuring policies address the nuances of managing both in-office and remote teams. The focus is on maintaining productivity without compromising employee well-being. 3. Wellness Goes Beyond Gym Memberships In recent years, wellness programs have evolved beyond basic offerings like gym memberships to address a wider range of employee needs. As companies recognize the link between employee well-being and productivity, they’re broadening their focus to include mental health, financial stability, and holistic support. In 2023 and 2024, for example, Delta expanded its employee wellness initiatives by improving access to mental health care. The airline worked with Spring Health, a new EAP provider, to create a larger and more diverse network of mental health professionals, offering better support for both employees and their household members. Looking ahead to 2025, wellness will become more deeply integrated into company cultures. Expect companies to go beyond providing reactive support to fostering proactive wellness through personalized tools, such as mental health apps, financial coaching, and enhanced benefits like paid leave for caregiving. With these programs, businesses are not just addressing immediate health concerns but also empowering employees to manage their overall well-being in a more holistic way. The focus will be on creating a supportive, sustainable work environment that helps employees thrive both at work and in their personal lives. 4. Upskilling is a Competitive Necessity Technology is evolving faster than ever, and companies are racing to keep up. Upskilling employees in areas like data analysis, AI, and emerging tech became a priority in 2024, and it’s clear that this trend will only grow. Businesses that invest in continuous learning programs—whether through certifications, on-the-job training, or digital learning platforms—are better positioned to stay ahead in their industries. 5. Data is Driving HR Decisions HR is leaning heavily on people analytics to guide decision-making. Instead of relying on intuition, businesses are using data to understand employee engagement, pinpoint reasons for turnover, and improve productivity. The emphasis on metrics like employee sentiment and workforce utilization gained traction last year, and more organizations are embedding analytics into their HR strategies to tackle challenges proactively. Final Thoughts The HR landscape in 2025 will be shaped by these transformative trends. Businesses that embrace innovation and prioritize their people will find themselves not just adapting but thriving in the evolving workplace. As these trends unfold, staying proactive and flexible will be the key to turning challenges into opportunities.

IRS Announces 2025 PCORI Fee Update

January 6, 2025
The IRS has released the 2025 Patient-Centered Outcomes Research Institute (PCORI) fee , which will increase to $3.47 per covered life —a $0.25 increase from 2024. This fee applies to plan years ending on or after October 1, 2024 , and before October 1, 2025 . What is the PCORI Fee? The PCORI fee was introduced as part of the Affordable Care Act (ACA) to help fund the research conducted by the Patient-Centered Outcomes Research Institute (PCORI). This research focuses on improving healthcare outcomes by comparing different medical treatments. The fee is levied on insurers, as well as self-insured and level-funded health plans. The fee is calculated based on the average number of covered lives under a plan and is due once a year, with the filing occurring during the second quarter on Form 720 , the Quarterly Federal Excise Tax Return . The payment is due by July 31 each year. Key Details for Employers and Plan Sponsors Who is Affected? : The fee applies to health insurers, self-insured health plans, and level-funded health plans. When is it Due? : The fee must be reported on Form 720 and paid by July 31 each year. How is it Calculated? : The fee is based on the average number of covered lives during the plan year. The updated $3.47 per covered life fee will be in effect for health plans with policy years ending between October 1, 2024, and October 1, 2025. Employers should be prepared to account for this increase when filing for 2025. For more information on the PCORI fee and its reporting requirements, consult the IRS Bulletin 2024-49 , published on December 2, 2024, or visit the IRS PCORI Fee page . 

Federal DOL Restores Simplified Tip Credit Rule: Employer Guidance

January 6, 2025
In a move welcomed by many employers in the hospitality and service industries, the U.S. Department of Labor (DOL) has officially reinstated the pre-2021 tip credit rule. This change, effective December 17, 2024, follows a recent court of appeals decision that vacated the “80/20/30” tip credit rule that had been implemented under the Trump administration. If you’re wondering what this means for your business, don’t worry—this update doesn’t require any immediate action on your part. What Was the "80/20/30" Rule? Before we dive into the implications of the DOL’s latest rule change, let’s quickly review the "80/20/30" rule. This rule, introduced in 2021, placed specific restrictions on how much time tipped employees (such as waitstaff and bartenders) could spend on non-tip-generating duties (e.g., cleaning, setting up, and other side work). The rule essentially required that tipped workers spend at least 80% of their work hours on tip-generating activities to continue qualifying for the tip credit. Moreover, under the "80/20/30" rule, employers could no longer use the tip credit to offset wages for certain non-tip-producing activities, and they had to ensure that employees spent no more than 30 minutes at a time on side duties. This increased the burden on employers, as it required more careful tracking of employee duties and work hours to remain in compliance. Why Was the Rule Vacated? The court of appeals decision in August 2024 ruled that the "80/20/30" rule was too restrictive and inconsistent with the intent of the Fair Labor Standards Act (FLSA), which allows employers to take a tip credit for workers who perform both tipped and non-tipped duties. The court found that the new rule created unreasonable administrative burdens and restrictions that were not in line with past practices or legal precedents. In response to this ruling, the DOL moved quickly to restore the pre-2021 tip credit rule. What Does the Reinstatement of the Pre-2021 Rule Mean for Employers? With the reinstatement of the pre-2021 tip credit rule, the DOL has effectively simplified the way employers can apply the tip credit to their workers. Under the prior rule, employees who perform a combination of tipped and non-tipped duties can still qualify for the tip credit, as long as their primary job responsibility is related to tipped work. Employers no longer have to track the precise breakdown of time spent on tip-generating vs. non-tip-generating activities in the same way. This returns to the more flexible guidelines where as long as tipped employees perform "related" duties (e.g., cleaning their station, setting up for service), they can still receive the tip credit for those hours, provided those activities don’t dominate their workday. What Action Is Needed from Employers? For most employers, this change will not require any immediate action, as the final rule effectively restores the pre-2021 approach. The main thing to note is that employers should continue to comply with the broader requirements of the Fair Labor Standards Act (FLSA) and ensure they are properly paying employees at least the federal minimum wage (including tips) when they apply the tip credit. Here are a few things to keep in mind: Reassess Timekeeping Systems: While the rule change simplifies some aspects of record-keeping, employers still need to ensure they have a timekeeping system in place that accurately tracks the hours worked by tipped employees. It is essential to ensure that the wages (base pay plus tips) equal at least the federal minimum wage. No Need for Immediate Adjustments: If you were already applying the pre-2021 tip credit rule, no changes are necessary on your part. For those who had adjusted to the "80/20/30" rule, reverting back to the previous method should not require significant changes. State and Local Laws: Employers should still be mindful of any state or local laws that may have stricter requirements than federal law. Always check your state’s labor regulations to ensure full compliance. Why Is This Change Important? The reinstatement of the simplified tip credit rule provides relief to many employers, particularly in industries like restaurants, hotels, and other service-based businesses where tipping is common. The pre-2021 rule is seen as more employer-friendly, offering more flexibility in how tipped employees can spend their time without losing eligibility for the tip credit. For employers, this means less administrative burden, reduced risk of compliance issues, and potentially fewer legal challenges. This shift is a step toward simplifying labor law compliance for businesses already struggling with the complexities of wage and hour rules. Looking Ahead As we move further into 2025, it’s important for employers to stay informed of any future changes in federal labor regulations. While this change restores a previous rule, the DOL’s stance on tip credits and wage issues can continue to evolve. Employers in tip-dependent industries should continue to monitor updates from the Department of Labor and legal rulings to ensure ongoing compliance. The DOL’s restoration of the pre-2021 tip credit rule is a welcome change for many businesses, offering a return to simpler guidelines and less restrictive requirements. For most employers, no immediate action is required, but it’s always a good idea to review your practices to ensure they align with the updated rule. If you need further assistance in navigating these changes, reach out to Simco to ensure your business stays compliant in 2025 and beyond. 

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