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Boring, but Important! The Internal HR Audit

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Presentation on theme: "Boring, but Important! The Internal HR Audit"— Presentation transcript:

1 Boring, but Important! The Internal HR Audit
McPharlin Sprinkles & Thomas LLP Jeanine DeBacker Employment Law Partner

2 who, what, why, when, how and. . .then what?
why should you do a self-audit? when should you do an audit? who should do a self-audit? what should be examined? how do you do an audit? what if you find something? McPharlin Sprinkles & Thomas LLP

3 Why should you do a self-audit?
McPharlin Sprinkles & Thomas LLP

4 why conduct an HR audit? no law requires employers to conduct self-audits allows employer to discover potential issues, fix or prevent problems and reduce liability McPharlin Sprinkles & Thomas LLP

5 When should you do the audit?
McPharlin Sprinkles & Thomas LLP

6 when conduct a self-audit?
periodic review of employer’s policies, procedures, practices and records annually? more frequently if appropriate McPharlin Sprinkles & Thomas LLP

7 Who should do the audit? McPharlin Sprinkles & Thomas LLP

8 who should do the audit? concerns about disclosure of information
are self-audits privileged? no are audits conducted by counsel privileged? likely no discussions and notes likely subject to discovery if litigation do not assume confidential McPharlin Sprinkles & Thomas LLP

9 What should be audited? McPharlin Sprinkles & Thomas LLP

10 what should be examined and how?
consider: what is purpose of your self-audit? when was your last self-audit? are there particular areas of concern? McPharlin Sprinkles & Thomas LLP

11 How do you do an audit? McPharlin Sprinkles & Thomas LLP

12 company information number of employees locations/worksites
how define full-time and part-time? be mindful of “full-time equivalents” for employer mandate under health care reform locations/worksites McPharlin Sprinkles & Thomas LLP

13 company information job classifications job descriptions what contain?
employee’s knowledge of requirements? how used? McPharlin Sprinkles & Thomas LLP

14 company information independent contractors copy of contract
obtain detailed information about what each contractor does for company Dynamex analysis McPharlin Sprinkles & Thomas LLP

15 hiring how hire selection process background checks application forms
offer letters McPharlin Sprinkles & Thomas LLP

16 training mandated trainings held and documented?
confirm all required attendees actually went other trainings McPharlin Sprinkles & Thomas LLP

17 policies policies in writing any “unwritten” policies
confirm distribution and receipt McPharlin Sprinkles & Thomas LLP

18 policies harassment prevention fair employment practices
disability accommodation practices at-will employment use of social media privacy policies drug and alcohol use conduct dress McPharlin Sprinkles & Thomas LLP

19 policies NDA/confidentiality policies (impermissible) noncompetes
McPharlin Sprinkles & Thomas LLP

20 notices FMLA CFRA pregnancy disability parental leave paid sick leave
military service McPharlin Sprinkles & Thomas LLP

21 notices civil air patrol jury duty witness duty election
victim of crime school discipline school activities literacy religious civil service organ and bone marrow donor drug and alcohol rehabilitation McPharlin Sprinkles & Thomas LLP

22 wage and hour minimum wage compensation disparity
meal and rest periods overtime alternative workweek schedules commissioned employees McPharlin Sprinkles & Thomas LLP

23 classification of employees
exempt v. non-exempt employees identify and document the basis for each employee’s classification as exempt McPharlin Sprinkles & Thomas LLP

24 payroll regular payday deductions and authorizations for deductions
“regular rate of pay” for overtime McPharlin Sprinkles & Thomas LLP

25 performance reviews actually do them? standard form? procedure
McPharlin Sprinkles & Thomas LLP

26 personnel files impermissible information shadow files signed policies
employee access security McPharlin Sprinkles & Thomas LLP

27 benefits work with benefits department vacation/pto and sick leave
rules for exempt and non-exempt how schedule or notify? holidays what are the rules? McPharlin Sprinkles & Thomas LLP

28 internal HR policies disability accommodation forms
leaves of absence forms new hire checklists McPharlin Sprinkles & Thomas LLP

29 what if you find something?
McPharlin Sprinkles & Thomas LLP

30 McPharlin Sprinkles & Thomas LLP
Thank you! Jeanine DeBacker McPharlin Sprinkles & Thomas LLP McPharlin Sprinkles & Thomas LLP

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