HUMAN RESOURCES
FROM HANDBOOKS TO MUST-HAVES: A Q&A ON HR DOCUMENTATION
Q
By Kristina Dietrick, PHR, SHRM-CP, president, HR Partners Why does a business need an employee handbook? Is it a legal requirement?
Although a company is not legally required to distribute an employee handbook, it is a good business practice to follow. Not only does an employee handbook provide employees general information regarding company policies, procedures and benefits, it also outlines company expectations and provides information related to company culture. Creating and enforcing a well-written employee handbook provides a solid foundation so employees have a reference point for important employment information. The most critical component of an employee handbook is an acknowledgement form for employees to sign and confirm their understanding of the information within the handbook.
Q
What is the importance of having job descriptions for the employees of a company?
Job descriptions provide many benefits to both the employee and employer. Major elements of a job description include the Fair Labor Standards Act (FLSA) status (exempt or non-exempt), the physical requirements of the position, the responsibilities of the position and the minimum qualifications required to perform the job duties. Job descriptions also may include the direct report supervisor, work schedule and, most importantly, an acknowledgement of understanding requiring the employee’s signature. Not only do job descriptions provide specific information to employees regarding their position, they also may be utilized during performance evaluations to measure overall performance outcomes specifically tied to the responsibilities of the position. Additionally, job descriptions are essential in responding to requests for accommodations under the Americans with Disabilities Act (ADA) and processing return to work releases under both the ADA and the Family Medical Leave Act (FMLA). A good job description is a win-win for both the employer and the employee.
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Q
When hiring a new employee, is there a checklist of the “must haves” with HR documentation?
The required documents may vary from one company to another. Various forms employers should always provide to employees for completion include, but are not limited to, an offer letter, employee data and emergency contact information, job description acknowledgement, employee handbook acknowledgement, benefit enrollment and/or waiver form, required employer model notice under the Affordable Care Act, W-4, K-4, Kansas Department of Labor New Hire Report, direct deposit or required payroll information and the federal I-9 form with required forms of employee identification. www.ksaenet.org
