Federal regulations for compliance and reporting are complicated, constantly changing, and frequently overwhelming. Failure to meet these requirements can be costly, both in the form of serious fines and penalties and ultimately client attrition.

As a Professional Employer Organization (PEO), your clients count on you to have their backs when it comes to ensuring their benefits and HR functions remain compliant. Here are the top four compliance obligations you need to be aware of to do just that.

1. Family & Medical Leave Act (FMLA)

FMLA is a federal law that provides eligible employees of covered employers with unpaid, job-protected leave for certain family and medical reasons. In addition to providing eligible employees with leave for qualifying reasons, covered employers must maintain employees’ health benefits during leave and restore employees to their same (or equivalent) jobs after leave.

Some of the FMLA requirements and best practices include:

• Preparing mandatory FMLA notice displays
• Preparing general FMLA notices in employee handbooks and other written materials
• Keeping all records related to FMLA compliance
• Tracking employees’ use of FMLA
• Training managers on FMLA compliance

2. Equal Opportunity Employment Commission (EEOC)

The EEOC is a federal agency responsible for enforcing federal equal employment opportunity (EEO) laws. Each EEO law listed below covers private-sector employers and prohibits retaliation against individuals for asserting their rights under such laws.

• Title VII of the Civil Rights Act of 1964 (Title VII)
• The Equal Pay Act of 1963 (EPA)
• The Age Discrimination in Employment Act of 1967 (ADEA)
• Title I of the Americans with Disabilities Act of 1990 (ADA)
• The Genetic Information Nondiscrimination Act of 2008 (GINA)
• The Pregnant Workers Fairness Act of 2022 (PWFA)

Some best practices to ensure compliance with EEOC include:

• Creating a written Anti-Retaliation Policy that includes examples of protected activity, parties protected by the policy, steps to avoid retaliation, disciplinary actions, and a system for employees to report any concerns
• Providing regular training to all employees, not just managers and supervisors
• Establishing an internal complaint process

3. Fair Labor Standards Act (FLSA)

The FLSA establishes minimum wage, overtime pay, recordkeeping, and child labor standards affecting full-time and part-time employees in the private sector and in federal, state, and local governments.

Some best practices to ensure compliance with FLSA include:

• Providing education on all aspects of FLSA requirements
• Providing education regarding state employee protection laws, if applicable
• Determining compensable time

4. Occupational Safety & Health Act (OSHA)

The Occupational Safety and Health Administration (OSHA) requires employers to provide a work environment that’s free from “recognized hazards that are causing, or are likely to cause, death or serious physical harm to employees regardless of size of business.”

Some best practices to ensure compliance with OSHA include:

• Preparing mandatory OSHA posters and notices
• Providing required worker training and education
• Keeping records of work-related injuries and illnesses
• Conducting required testing in the workplace
• Managing data submission compliance, OSHA Forms 300, 300A, and 301, and other required reports

You Have Your Clients’ Backs – We Have Yours

We understand maintaining sufficient internal staffing and expertise to cover all relevant compliance regulations can be expensive or unsustainable. The good news is, we can help.

NavigateHCR, a Partner Firm under the U.S. Retirement & Benefits Partners umbrella, is 100% focused on keeping you up to date on compliance and reporting obligations. Our CARETEAM handles everything from informative webinars and written reminders to compliance-required educational services and essential employee communications. Depending on your needs, we can even act as an extension of your PEO and directly handle data gathering, formatting, and submission to the regulatory authorities.

Why risk serious penalties and client attrition when you can get the services and assistance you need? Contact us to learn how we can help you.