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November 2007
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Be
Grateful
For Your
Great
Employees
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You know who
your top employees are, but do they know that? Too frequently
we take our employees for granted and forget to tell them how
much we appreciate them.
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Of course, the
best way to do this is directly – thank them for the contribution
they’re making to your organization. Many of us think we
are thanking them, yet the message isn’t getting across to
our employees. So try the following:
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Are you setting
aside regular time with each of your employees to discuss their
performance and to let them know their value to the organization?
The one-time-per-year performance appraisal meeting does not accomplish
this important objective.
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Determine the
right amount of time to regularly meet with each of your employees
for performance feedback and employee development. Bi-weekly?
Monthly? Bi-monthly? Quarterly at minimum.
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These unique
discussions should focus on the employee’s successes and
how you can help them become more successful. It should not focus
on the work at hand. We always make time for the work discussions,
but not enough time is spent on our appreciation for their work.
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As you know,
there are other companies who would love to hire your top employees.
Employee appreciation is one of your best retention tools.
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Another aspect
of this issue is whether you are communicating your appreciation
in other ways than your periodic one-on-one feedback. Basically,
are you treating and communicating with your employees in a way
that makes them want to stay at your organization and produce
at high levels?
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I’ve
seen many managers over the years who think they show their appreciation,
but in fact are hurting their relationship with their employees
because of their management and communication styles.
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We often need
to step back and look at how we actually work with our employees
– not just how we think we’re working with them. A consistent
respectful management style is vital. If you’re not providing
that consistency, take a hard look at what you are doing and start
on that tough road to change.
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If you’re
losing your best employees to other organizations, remember the
adage: Employees don’t leave companies, they leave managers.
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If
you're not
having fun
with your
human resources,
call Arlene today
at 952-996-0975 |
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Updated
Vacation Regulations
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 Thanksgiving
has just passed. I originally planned to focus on our giving
thanks for the employees we have working for us. But that topic
has been moved to the column.
Instead, we’re giving
thanks for the MN Supreme Court who on November 15, 2007 overruled
the August 2006 court judgment requiring employers to pay out
all accrued but unused vacation/PTO to employees at termination.
For the many of you who
changed your employee handbook (or where I changed your handbook)
to reflect the 2006 rule requiring 100% payout of vacation at
termination, companies can now rewrite our policies to define
how we want to handle accrued but unused vacation and PTO at
termination of employment as well as throughout employment.
To quote from Fredrickson
& Byron’s news announcement: “In light of
the Minnesota Supreme Court decision, company policy can and
will determine when an individual is entitled to payment for
accrued and unused vacation or payment for other accrued paid
time off upon resignation or termination.”
Their complete article can
be found at http://www.fredlaw.com/articles/employment/empl_0711_amr.html.
Before August 2006 I typically
included the following kinds of limitations in the vacation
policies I created:
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Employees
who fail to give two-weeks notice or who are terminated due
to policy violation or cause are not eligible to receive accrued
but unused vacation/PTO at termination of employment.
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A maximum
of x days/weeks of accrued but unused vacation/PTO may be
carried over from one (anniversary or calendar) year to the
next. Remaining unused time off is forfeited.
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Since PTO
is a blending of vacation and sick time, Company will pay
out 85% of unused PTO at termination of employment to eligible
employees.
As is explained in the F&B
article, your employee handbook is considered a contract regarding
benefits. As such, you need to be extremely clear regarding
how you define vacation eligibility, accrual, carryover provisions,
annual payout provisions (if any), payout at termination of
employment. Be thorough in any changes you make and have it
reviewed by your friendly HR consultant or employment law attorney.
Copyright (c) 2007 Arlene
Vernon, HRx, Inc.
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| I-9
Forms |
Earlier this
month, the USCIS (US Citizen and Immigration Services) updated
the I-9 form. Employers are expected to start using this form
immediately with every new hire. Failure to use the new forms
beyond December 26th can subject an employer to penalties.
Here’s a link to the
new form: http://www.uscis.gov/files/form/I-9.pdf
I’m surprised and not
surprised by how many small employers have been running their
businesses for many years without realizing that all new employees
at every organization are required to have their employees complete
an I-9 form within 3 days of hire.
If you’re not aware
of this law, you’re not alone. But you need to (1) collect
this information on all current employees and (2) start using
the form as part of your new hire orientation with all new employees.
The intent of the form is
to ensure that everyone you hire is legally authorized to work
in the US. Since the law went into effect on November 6, 1986,
any employee who was hired after this date must have completed
this form at hire.
(1) Audit your files to make sure you have every active employee’s
I-9 form on file.
(2) If you identify employees
who have not completed this form (or you don’t have the
document), you should have them complete a new form immediately.
(3) New or replacement forms
must be dated on the actual date you’re completing the
form. Do not post-date the form.
(4) If you are “fixing”
your files, include a note in the front of the files outlining
that you completed an audit on x date and list the corrections
you’ve made.
(5) Do not store I-9’s
in the employee’s personnel file.
(6) Place all the completed
forms in alphabetical order in an I-9 File (locked drawer).
Here’s another link
for “everything you want to know about I-9’s.”
http://www.uscis.gov/files/article/EIB102.pdf
If you need my help on either
of these issues, feel free to call me!
Copyright (c) 2007 Arlene
Vernon, HRx, Inc
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| About
Arlene Vernon |
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Arlene Vernon,
PHR, partners with small businesses as their Human Resource Xpert
to create their HR systems and solve their HR problems.
If you have gaps in your HR operation, have an employee problem
to solve, or want to enhance your managers' skills, call Arlene
today. Learn how HRx can save you time and help you avoid costly
HR mistakes. HRx, Inc., Eden Prairie, MN 55344, 952-996-0975,
www.HRxcellence.com.
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