Human Resources Best Practices Episcopal Diocese

1. February 2019 Human Resources Best PracticesEpiscopal Diocese Laura Henderson

2. North County HR

3. Getting HR Assistance • Email Cindi Helsel • Brief summary of the issue you need help with • cindi@northcountyhr.com • Copy Kirby Smith and Nancy Holland

4. Human Resources Areas

5. Agenda • Compliance items you can fix in 2 hours • Form I9 • New hire checklist • Termination checklist • Minimum wage and Minimum Salary • Other items • 1099 vs. Employee • New sexual harassment training requirements • Paid Sick Leave requirements • HR Mini Audit • Questions

6. Materials from today • Sign the interest list to be added to dropbox.

7. Form I9 • New hires • Required for all employees. Must be done in person. • Current I9 version: 7/17/17 • Must be completed by 3rd day of work. • Original documents must be provided • If you keep copies of provided documents, you must keep copies for everyone.

8. Form I9 • Correcting existing ones • I9 Audit • They may NOT be stored in the employees personnel file. • Making corrections • See the cheat sheet for basic corrections • Use the correction memo for more complicated one

9. New Hire Checklist • Required items • I9 • Tax forms: W4, DE4 • Brochures: Workers comp, Paid Family Leave, State disability* • Notice to employees (form 2810) • Rights of Victims of Domestic Violence, Sexual Assault and Stalking • IIPP (Injury and Illness Prevention Program) • ACA Health insurance notice • Additional documents • Handbook • Benefits • Church specific items • Personnel File Organizer

10. Termination Checklist • Final check • Due immediately if you are terminating the employee • Due immediately if employee had given you 72 hours notice • Due within 72 hours otherwise • Notice to employee as to change in relationship • Organization specific documents • Retirement information • Health insurance continuation information (COBRA)

11. Minimum wage and Minimum Salary

12. Independent Contractor or Employee? • ABC Test: a worker is presumed to be an employee unless the hiring entity establishes each of the following three factors: • The worker is free from the control and direction of the hiring entity in connection with the performance of the work, both under the contract for the performance of the work and in actually performing the work; • The worker performs work that is outside the usual course of the hiring entity’s business; and • The worker is customarily engaged in an independently established trade, occupation or business of the same nature as the work performed.

13. Sexual Harassment training • Employees (NEW for 2019) • Required for all employers with 5 or more employees • 1 hour, interactive training • Topics include harassment, discrimination, bullying and more for all employees • Supervisors • Required for all employers with 50 or more employees • 2 hour, interactive training for supervisors • Topics include harassment, discrimination, bullying and more for all employees • Training must be completed by 12/31/19 and provided every two years • The diocese is working on options to assist you with meeting this requirement.

14. Paid Sick Leave • California requirement since July 2015 • California Requires 24 hours of sick • San Diego City requires 40 hours • Your policy should be documented • Available sick must be shown on pay stubs

15. Paid Sick Leave (CA) • Methods • The statutory mandated accrual method. • One hour for every 30 hours of work. • Unused time must carryover (up to 48 hours) to next year. • Employer can limit leave usage to 24 hours per year. • An optional accrual method • Provide no less than 24 hours by the 120th day • An alternative accrual method (new hires only) • A lump-sum approach (easiest to administer) • Grant full 24 hours annually • No accrual or carry over required.

16. HR Compliance Mini Self Audit • HR Compliance Mini Self Audit • Lists everything we discussed today with a brief description and check off. • Should be able to review, fix and update in approximately 2 hours.

17. Materials from today • This presentation • Offer letter template • I9 cheat sheet • I9 correction memo • Personnel File Organizer • HR Compliance Mini Self Audit • Termination Packet • Change in Status form • New hire Packet • Notice to employees / Form 2810 • Form I9 • Form W4 • Form DE4 • IIPP (Injury and Illness Prevention) • Workers Comp Brochure • Paid family leave brochure • State disability brochure • ACA Marketplace notice • Rights of Victims of Domestic Violence, Sexual Assault and Stalking

18. Questions / Discussion