Start Up Package (HR Basics)

HR Solutions Start Up Package, also referred to as "HR Basics", is designed to address the three areas for small businesses to start.

• Employee file review
• Employee Handbook (development or update)
• Federal and state law postings

Employee file review

Did you know that there should be three (3) separate employee files for your employees?

• I-9 file
• Employee file
• Employee medical file

Form I-9 Employment Eligibility Verification

Federal law requires employers to acquire and retain a complete I-9 on each employee.  Employers are required to have these available for inspection by US Government officials.  HR Solutions will review your I-9s and assist you in establishing a process to ensure continued compliance.

Employee File

Each employee file contains the majority of the information you need to have on each of your employees.  A few examples of this information are:

• Resumes and/or applications
• Offer letters, employment agreements or employment contracts
• Payroll documents, include federal and state W-4s
• Employee benefit information (excluding insurance applications)
• Disciplinary documents
• Training completions, awards or other recognitions
• Performance evaluations
• Employee separation documents

This start of package includes the review of your employee files.  We will determine what information is missing and get your files up to date quickly. 

Medical File

Most employers combine all employee related information into one file and are not aware of the importance of keeping documents related to health and/or medical issues separate.  Some of these items are:

• Insurance applications
• Doctor's notes
• DOT medical exams
• Disability information

HR Solutions is experienced in helping employers understand the importance of securing these important documents and helping to establish the process to maintain the confidentiality of the medical files.

Employee handbook

An employee handbook that explains company policies and procedures and defines company expectations to employees is the best defense to assist employers when faced with an employee dispute.

The employee handbook will be customized to meet the needs of the organization.  HR Solutions will work with the employer to explain what information is necessary for employees to know, minimizing liability while customizing it to fit the organization's needs.

The following are just a few topics we need to discuss when customizing the employee handbook:

General employment information

• Introductory Statement
• At-will statement
• Equal Opportunity Policy
• Harassment and Discrimination Policy
• Confidentiality
• Computer Use Policy
• Social Media Policy
• … and others

Timekeeping and payroll information

• Timekeeping expectations
• Pay periods
• Payroll deductions (benefits, garnishments, etc)
• … and others

Work environment

• Workplace violence policy
• Substance Free/Abuse policy
• Workplace safety
• … and others

Employee Benefits

• Sick leave
• Vacation accruals
• Military leave
• Maternity/Paternity leave
• Insurance
• Expense reimbursements
• … and others

Federal and state law postings

HR Solutions can help you make sure you remain compliant with posting regulations.  Regulations change frequently, let us help you make this requirement easy!

Contact HR Solutions today for a free consultation.