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HOW DO YOU KEEP UP WITH HR TRENDS, NEWS AND BENEFITS ADMINISTRATION INFORMATION?

Keeping track of regulations and benefits trends and ensuring your company remains compliant can be difficult, costly and time-consuming. Never miss a beat with our benchmark information, news on legislation changes and open enrollment information. Our up-to-date documents will save you time and keep you in the loop.

ARE YOUR EMPLOYEES GETTING THE MOST OUT OF YOUR BENEFITS PROGRAM? Tackle your mounting employee communication concerns with customizable benefits

announcements, employee newsletters and presentations.IS YOUR EMPLOYEE HANDBOOK UP TO DATE?

Failing to keep an employee handbook updated is consistently one of the top mistakes employers make with their handbooks. Let us help you make sure your handbook is updated to properly reflect legislation and organization changes.

The Benefits Group

(570) 586-1859

www.benegroup.net

27 Johnson Road, Clarks Summit, PA 18411

© 2014-2017 Zywave, Inc. All rights reserved.

HR EDUCATION RESOURCES

HR Brief Monthly Newsletter .....................................................................................................................3

Common and Costly Employee Benefits & HR Mistakes..........................................................................4

HR Q&A: COBRA Notification Requirements - Employer Responsibilities...............................................5

EMPLOYEE HANDBOOK

Employee Handbook ..................................................................................................................................6

BENCHMARKING RESOURCES

2017 Employee Benefits Benchmark Survey ..........................................................................................10

2016 Health Plan Design Benchmark Summary .....................................................................................12

BENCHMARKING RESOURCES

HR Toolkit - Terminations.........................................................................................................................14

HR Toolkit – Retaining Millennials ...........................................................................................................16

BENEFITS EDUCATION AND COMMUNICATION

Health Care Employee Resource Guide ..................................................................................................18

Employee’s Guide to Health Plans...........................................................................................................20

Sample Documents

Human Resources tips brought to you by The Benefits Group

DID YOU KNOW?

In the early morning hours of July 28, 2017, members of the U.S. Senate voted 49-51 to reject a “skinny” version of a bill to repeal and replace the Affordable Care Act (ACA), called the Health Care Freedom Act.

Because the Senate was unable to pass any ACA repeal or replacement bill, the ACA remains current law, and employers must continue to comply with all applicable ACA provisions.

Updated Form I-9 Required Beginning Sept. 18 On July 17, 2017, U.S. Citizenship and Immigration Services (USCIS), part of the U.S. Department of Homeland Security, issued an updated version of Form I-9: Employment Eligibility Verification (Form I-9). Under federal law, every employer that recruits, refers for a fee or hires an individual for employment in the United States must complete a Form I-9.

The updated form replaces a version that was issued in 2016. Employers may continue using the 2016 form until Sept. 17, 2017. Exclusive use of the updated form is expected by Sept. 18, 2017. The new form expires on Aug. 31, 2019.

The updated Form I-9 includes revisions to the instructions and to the list of acceptable documents, but does not include substantive revisions for

completing the Form I-9. Visit the USCIS website for more information regarding USCIS or the new Form I-9.

Revisions SnapshotThe following are only some of the changes made to the Form I-9:

Changed the name of the Office of Special Counsel for Immigration-Related Unfair Employment Practices to its new name, Immigrant and Employee Rights Section.

Removed “the end of” from the phrase “the first day of employment.”

Renumbered all List C documents except the Social Security card.

Combined all the certifications of report of birth issued by the Department of State (Form FS-545, Form DS-1350 and Form FS-240) into selection C #2 in List C.

For a complete list of changes, or for more information on how these changes might impact your organization, please contact your The Benefits Group representative today.

Harder Than Ever to Fill Jobs in U.S.It currently takes an average of 31 days to fill a position vacancy in the United States, according to a recent report by Deutsche Bank. This is the longest span ever, contrasted against 15 days to fill a job in 2009.

As if to confirm the report, the National Federation of Independent Business (NFIB) recently said 85 percent of employers claim to have few or no qualified applicants.

Additionally, the NFIB reported earlier this year that 33 percent of small businesses could not fill a job vacancy from the previous month.

Experts pointed out that wages might be a contributing factor in the “tight” labor market. Some employers have quickly filled positions with qualified candidates simply by offering better wages.

To discuss strategies for strengthening your recruitment efforts, please contact your The Benefits Group representative.

© 2017 Zywave, Inc. All rights reserved

September 2017

This is a sample document provided by The Benefits Group3

https://www.uscis.gov/i-9

https://www.uscis.gov/i-9

https://www.uscis.gov/i-9-central

This HR Insights is not intended to be exhaustive nor should any discussion or opinions be construed as professional advice. © 2015 Zywave, Inc. All rights reserved.

Common and Costly Employee Benefits & HR MistakesMistakes in employee benefits and human resources can be quite costly to employers—in the form of extra benefits, complaints, lawsuits, government-assessed fines and penalties, and attorney fees, to name a few. Don’t learn the hard way what these mistakes are.

1. Not timely depositing employee contributions into qualified retirement plans. Employers sometimes wait too long to deposit salary deferrals into a qualified retirement plan. According to the Department of Labor (DOL), such deposits should be made as soon as the contributions can be reasonably segregated from the employer’s general assets, but no later than the 15th business day of the following month. The 15th business day of the following month is an outside guideline, and deposits must be made sooner if possible. If deposits are not timely made, the DOL and Internal Revenue Service (IRS) may levy fines, penalties and retroactive earnings for late contributions. The deposit rule for salary deferrals applies to all types of employee contributions, including special deferrals (such as catch-up contributions), after-tax contributions and loan repayments.

The DOL has established a safe harbor for employers with small plans (fewer than 100 participants at the beginning of the plan year) to timely deposit such employee contributions. Under the safe harbor, if the employer deposits the withheld amounts in the plan no later than the seventh business day following the date the employees would have received the contributions (payday), the employer automatically satisfies the requirement to timely deposit employee contributions.

Solution: Deposit employee contributions as soon as reasonably possible following issuance of the paycheck from which the contribution was withheld. Employers with small plans should try to take advantage of the safe harbor’s protection by depositing employee contributions within seven business days from the issuance of the paycheck. The DOL’s Voluntary Fiduciary Correction Program (VFCP) offers a method to correct late deposits of employee contributions.

2. Not making matching and profit-sharing contributions on a timely basis. Many employers make the mistake of not making these contributions on a timely basis. If your qualified retirement plan provides for matching and profit-sharing contributions, the deadline for making these contributions and depositing them into the plan’s trust

Mistakes in employee benefits and human resources can be costly for employers, in the form of extra benefits, complaints, lawsuits, government-assessed fines and penalties, attorney fees and more.

Brought to you by the insurance professionals at The Benefits Group


© 2012, 2014 Zywave, Inc. All rights reserved.Not to be construed as legal advice.

Employers have the option of contracting with a third-party administrator to administer their Consolidated Omnibus Budget Reconciliation Act (COBRA) obligations; that third party is referred to as the plan administrator. The employer is required to notify the plan administrator in the event of any of the following:

Employee’s death

Employee’s termination of employment (other than by reason of gross misconduct)

Employee’s reduction in hours

Employee becoming entitled to Medicare

Employer filing for Chapter 11 bankruptcy

Employers are required to notify the plan administrator within 30 days of an employee experiencing a qualifying event. However, if the employer uses the delayed notice rule, where the COBRA maximum coverage period begins on the date of the loss of coverage, the employer must then notify the plan administrator within 30 days of a loss of coverage due to the qualifying event.

A special rule applicable to multi-employer plans allows for a longer period of time within which the employer must provide the plan administrator with notice. These plans may choose uniform time limits for a qualifying event notice (or election notice) or have the plan administrator determine when a qualifying event occurred. Any special rules must be set out in the plan’s documents.

The employer’s notice must provide sufficient information to enable the plan administrator to determine the following:

Plan name

Covered employee

Type of qualifying event

Date of the qualifying event (including date of loss of coverage)

What are the employer’s responsibilities when a third-party administrator is handling COBRA notifications?

Courtesy of The Benefits Group


Provided by:

A Manual of Employee Benefits & Personnel Policies

EMPLOYEE HANDBOOK


Table of Contents

Introduction..........................................................................5Welcome and Purpose ................................................................................................................6At-will Employment Statement.....................................................................................................7Mission Statement .......................................................................................................................8

Employment Policies ..........................................................9Americans with Disabilities Policy..............................................................................................10Employment Termination Policy ................................................................................................11Equal Employment Opportunity .................................................................................................12Internal Transfer/Promotion Policy ............................................................................................13I-9 Immigration Reform Policy ...................................................................................................14

Workplace Conduct...........................................................15Code of Ethics Policy.................................................................................................................16Complaint Policy ........................................................................................................................19Disciplinary Action Policy...........................................................................................................21Drug-free Workplace Policy .......................................................................................................22Drug and Alcohol Testing Policy................................................................................................23Harassment Policy.....................................................................................................................28Sexual Harassment Policy.........................................................................................................30Standards of Conduct Policy .....................................................................................................31Violence in the Workplace Policy...............................................................................................32Weapons in the Workplace Policy .............................................................................................33Workplace Bullying Policy..........................................................................................................34Diversity Policy ..........................................................................................................................36

Employee Benefits ............................................................37COBRA Benefits Policy .............................................................................................................38Employer-offered Insurance Policy............................................................................................40Domestic Partnership Policy......................................................................................................41Adoption Assistance Policy........................................................................................................42Employment Taxes & Voluntary Deductions Policy...................................................................43

Time Away from Work.......................................................44Communicable Disease Policy ..................................................................................................45Contagious Illness Policy...........................................................................................................46Federal Family and Medical Leave Policy .................................................................................47Funeral Leave Policy .................................................................................................................57


Table of Contents

Jury Duty Policy .........................................................................................................................58Lunch and Rest Periods Policy..................................................................................................59Military Leave Policy ..................................................................................................................60Non-FMLA Leave Policy ............................................................................................................62Nursing Mothers Policy..............................................................................................................66Paid Time Off Policy ..................................................................................................................67Pandemic Flu Leave Policy .......................................................................................................70Parental/School Leave Policy ....................................................................................................71Personal Leave Policy ...............................................................................................................72Religious Observances Policy ...................................................................................................74Sick Time Policy ........................................................................................................................75Time Off to Vote Policy ..............................................................................................................76Vacation Policy ..........................................................................................................................77

Information & Office Security...........................................78Emergency Action Plan .............................................................................................................79Facility Access & Visitors Policy ................................................................................................82General Computer Usage Policy ...............................................................................................83Recording Devices Prohibited Policy.........................................................................................84

General Practices ..............................................................85Anti-discrimination Policy...........................................................................................................86Attendance and Standard Working Hours Policy.......................................................................87Alternative Working Schedules Policy .......................................................................................88Flextime Policy...........................................................................................................................89Background Check Policy..........................................................................................................90Business Expense Reimbursement Policy ................................................................................91Company Car Policy ..................................................................................................................94Company Credit Card Policy .....................................................................................................96Employer-provided Mobile Devices Policy.................................................................................97Confidential Information and Company Property Policy ............................................................98Conflicts of Interest Policy .......................................................................................................100Customer Complaint Policy .....................................................................................................101Dress Code (General)..............................................................................................................102Dress Code (Summer).............................................................................................................104Driving While on Company Business Policy ............................................................................106Educational Assistance Program Policy ..................................................................................108Employee Classification Policy ................................................................................................110


Table of Contents

Employee Fraternization Policy ...............................................................................................111Employee Discount Policy .......................................................................................................112Employee Referral Bonus Policy .............................................................................................113Employment of Relatives Policy ..............................................................................................114Improper Payments and Gifts Policy .......................................................................................115Injury & Illness Reporting Policy ..............................................................................................116Media Relations Policy ............................................................................................................117Online Social Networking Policy ..............................................................................................118Open Door Policy.....................................................................................................................120Orientation Period Policy .........................................................................................................121Overtime Pay Policy ................................................................................................................122Salary Advance Policy .............................................................................................................123Pay Periods and Check Distribution Policy..............................................................................124Direct Deposit Policy................................................................................................................125Performance Evaluation Policy................................................................................................126Personnel Records Policy........................................................................................................127Phone Call Policy.....................................................................................................................128Physical Examination Policy ....................................................................................................129Safety Policy ............................................................................................................................130Severe Weather Policy ............................................................................................................131Smartphone Use Policy for Nonexempt Employees................................................................132Smoke-free Environment Policy ..............................................................................................133Smoke-free Incentive Policy ....................................................................................................134Social Functions Policy............................................................................................................135Solicitations, Distributions & Use of Bulletin Boards Policy .....................................................136Time Card Regulations Policy .................................................................................................137Workers’ Compensation Policy................................................................................................138


TerminationsProvided by: The Benefits Group

This HR Toolkit is not intended to be exhaustive nor should any discussion or opinions be construed as legal advice. Readers should contact legal counsel for legal advice. © 2016 Zywave, Inc. All rights reserved.


Termination Toolkit | Provided by The Benefits Group

Table of ContentsIntroduction…………………………………………………………………………………….………….3

5 Things to Consider Before Terminating an Employee ………………………………….4

Termination Flowchart………………………………………………….……………………….…….6

What should I do when I receive an unemployment claim?.………………..……………7

10 Ways to Protect Your Business………………………………………………………………….10

9 Best Practices for Terminating Employees…………………………………………………..12

How to Communicate the News.……………………………………………………….…………..14


Retaining Millennials Provided by The Benefits Group


Retaining Millennials | Provided by The Benefits Group

Table of Contents

Introduction .................................................................................................................3

Millennial Demographics ............................................................................................4

How to Retain Millennials ...........................................................................................6

What do millennials value?................................................................6

Offering Career Development Opportunities....................................7

Communicating Benefits....................................................................8

Providing Student Loan Help .............................................................9

Offering Rent Subsidies....................................................................10

Promoting Workplace Wellness ......................................................10

Offering Flexible Schedules and Remote Work...............................11

Creating a Positive Work Culture.....................................................12

Position Your Company for Success ..........................................................................13


Provided by The Benefits Group

Provided by The Benefits GroupThis is a sample document provided by The Benefits Group

18

Table of ContentsIntroduction ........................................................................................................................................................... 3

Types of Insurance Plans .....................................................................................................................................3

In-network vs. Out-of-network Care ......................................................................................................................5

The Basics......................................................................................................................................................... 5

Billing and Claim Differences ............................................................................................................................5

Health Care and Health Insurance Terminology...................................................................................................6

Definitions.......................................................................................................................................................... 6

Acronyms .......................................................................................................................................................... 7

Health Spending Accounts....................................................................................................................................8

Shopping Tips .......................................................................................................................................................8

The Importance of Preventive Care ....................................................................................................................10

For More Information ..........................................................................................................................................10


This article is provided by The Benefits Group. It is to be used for informational purposes only and is not intended to replace the advice of an insurance professional. Visit us at

www.benegroup.net. © 2008 - 2013 Zywave, Inc. All rights reserved

From

Employee’s Guide to Health Plans

Definition Primary Care Physician (PCP)

Network of Providers Referrals

Deductibles, Coinsurance, Copayments, Claim Forms

Fee-for-Service (FFS)

Health coverage that reimburses health care providers for services for

employees. Tends to be the most costly for employers.

Not required; employees can

choose any provider.

No network; employees can choose

any provider.

Not required.

Deductibles and coinsurance may

be required. Claim forms may be

used.

Health Maintenance Organization

(HMO)

Covers services performed solely by providers in a network. This tends to

be a low cost system, but is more restrictive than other plans.

Required; the PCP coordinates all

medical care and must make referrals to specialty

providers for employees.

Services by out-of-network

providers are not typically

covered under the

plan.

Required; PCP

coordinates all medical

care.

May require employee cost-sharing through deductibles, co-

pays or coinsurance.

Preferred Provider

Organization (PPO)

Has a network of providers, but also allows use of medical providers outside of the plan’s network

(typically with greater employee cost-sharing). Referrals may not be

required. Is more flexible than an HMO, but also more expensive

generally.

Not typically required. Some

PPO vendors offer incentives for

employees to visit a PCP to

coordinate medical care.

There is a network, and

the plan allows for use

of out-of-network providers

with greater cost-sharing

by employees.

May not be required.

Coinsurance, deductibles and co-pays are the

standard; usually lower when using

in-network providers.

High Deductible Health Plan

(HDHP)

A high deductible health plan is often paired with a tax-advantaged account

to pay for medical expenses. The most prominent options are Health

Reimbursement Arrangements (HRAs) and Health Savings Accounts (HSAs)

used in conjunction with savings accounts.

Not required but there are

incentives for using providers

that are reasonably priced.

Not required but are

offered to bring savings to employers

and employees.

Not required.

Typically low or no coinsurance after the deductible is met. Deductibles are substantially higher than other

plans.
