HowtoConductanEmploymentLawAudit

1、raymond l. hogge, jr.raymond l. hogge, jr., plcdominion tower, suite 1313999 waterside drivenorfolk, virginia 23510(757) 961-5400www.virginialaborla law firm specializing in serving the needs of virginia public and private employersraymond l. hogge, jr.important notice:this presentation is intended

2、to be usedsolely for informational purposes, and is not offered as legal advice.for assistance in conducting an employment law audit, contact attorney raymond l. hogge, jr. at (757) 961-5400raymond l. hogge, jr.benefits of an employment law auditraymond l. hogge, jr.benefits of an employment law aud

3、itq minimize the risk of employment-related lawsuitsraymond l. hogge, jr.benefits of an employment law auditq reduce employment-related costs (recruiting, training, unemployment comp, workers comp, legal expenses)raymond l. hogge, jr.benefits of an employment law auditq improve productivity, efficie

4、ncy, morale, and retentionraymond l. hogge, jr.benefits of an employment law auditq management can sleep at nightraymond l. hogge, jr.goals of an employment law auditraymond l. hogge, jr.goals of an employment law auditq determine whether policies and practices comply with applicable federal, state,

5、 and local lawsraymond l. hogge, jr.goals of an employment law auditq determine whether policies and practices comply with applicable federal, state, and local lawsq title vii of civil rights act of 1964q 15 employee minimumq race, color, sex (including pregnancy), religion, national originraymond l

6、. hogge, jr.goals of an employment law auditq determine whether policies and practices comply with applicable federal, state, and local lawsq americans with disabilities actq 15 employee minimumq pre-hire; conditional offer of employment; post-hireq critical concepts: disability, reasonable accommod

7、ation; undue hardshipraymond l. hogge, jr.goals of an employment law auditq determine whether policies and practices comply with applicable federal, state, and local lawsq rehabilitation actq applies to certain employers with government contracts or grantsq similar to adaraymond l. hogge, jr.goals o

8、f an employment law auditq determine whether policies and practices comply with applicable federal, state, and local lawsq age discrimination in employment actq 20 employee minimumq age 40 or olderraymond l. hogge, jr.goals of an employment law auditq determine whether policies and practices comply

9、with applicable federal, state, and local lawsq family and medical leave actq 50 employee minimumq covered employers, eligible employees; qualifying reasons for leaveq notification requirementsq certification requirementsraymond l. hogge, jr.goals of an employment law auditq determine whether polici

10、es and practices comply with applicable federal, state, and local lawsq fair labor standards actq minimum wageq overtime compensationq child laborq recent changes to exemption rules for minimum wage and overtime compensationraymond l. hogge, jr.goals of an employment law auditq determine whether pol

11、icies and practices comply with applicable federal, state, and local lawsq davis-bacon act (certain government contractors)q prevailing wage rateraymond l. hogge, jr.goals of an employment law auditq determine whether policies and practices comply with applicable federal, state, and local lawsq gove

12、rnment service contract act (certain government contractors)q prevailing wage rateraymond l. hogge, jr.goals of an employment law auditq determine whether policies and practices comply with applicable federal, state, and local lawsq employee retirement income security act (erisa)q employee benefit p

13、lansraymond l. hogge, jr.goals of an employment law auditq determine whether policies and practices comply with applicable federal, state, and local lawsq consolidated omnibus budget reconciliation act (cobra)q 20 employee minimumq health care continuation coverageraymond l. hogge, jr.goals of an em

14、ployment law auditq determine whether policies and practices comply with applicable federal, state, and local lawsq internal revenue codeq payroll taxesq employee benefit plansraymond l. hogge, jr.goals of an employment law auditq determine whether policies and practices comply with applicable feder

15、al, state, and local lawsq immigration and naturalization actq form i-9raymond l. hogge, jr.goals of an employment law auditq determine whether policies and practices comply with applicable federal, state, and local lawsq constitutions(public employers)q due processq equal protectionq free speechq r

16、eligious freedomraymond l. hogge, jr.goals of an employment law auditq determine whether policies and practices comply with applicable federal, state, and local lawsq virginia workers compensation actq reporting injuries and accidentsq physician panelq handling claims; assessing defensesq actual ris

17、k; not positional riskq return to work strategiesraymond l. hogge, jr.goals of an employment law auditq determine whether policies and practices comply with applicable federal, state, and local lawsq virginia unemployment compensation actq resignationq terminationq misconductraymond l. hogge, jr.goa

18、ls of an employment law auditq determine whether policies and practices comply with applicable federal, state, and local lawsq virginia payment of wage lawraymond l. hogge, jr.goals of an employment law auditq determine whether policies and practices comply with applicable federal, state, and local

19、lawsq virginia human rights actraymond l. hogge, jr.goals of an employment law auditq determine whether policies and practices comply with applicable federal, state, and local lawsq local ordinancesraymond l. hogge, jr.goals of an employment law auditq determine whether policies and practice meet re

20、quirements of contracts or grantsq prevailing wage ratesq affirmative actionraymond l. hogge, jr.goals of an employment law auditq determine whether policies meet the needs of the organizationraymond l. hogge, jr.goals of an employment law auditq determine whether practices match policiesraymond l.

21、hogge, jr.goals of an employment law auditq determine whether policies are adequately communicated to employeesraymond l. hogge, jr.framework for the audit raymond l. hogge, jr.framework for the audit q the employee handbook raymond l. hogge, jr.framework for the audit q the employee handbook q the

22、employee handbook should define the employment policiesraymond l. hogge, jr.framework for the audit q the employee handbook q the employee handbook should define the employment policiesq the employment policies should define the employment practicesraymond l. hogge, jr.framework for the audit q the

23、employee handbook q the employee handbook should define the employment policiesq the employment policies should define the employment practicesq the employment practices shouldq comply with applicable lawq promote the interests of the employerraymond l. hogge, jr.audit employee handbookraymond l. ho

24、gge, jr.audit employee handbookq should reflect all policies and practices of the employerq hiring and promotionq performance and evaluationq discipline and dischargeq dispute resolutionq wages and benefitsq safety and healthq otherraymond l. hogge, jr.audit employee handbookq should contain contrac

25、t disclaimerraymond l. hogge, jr.audit employee handbookq should contain reservation of employer right to modify policiesraymond l. hogge, jr.audit employee handbookq should contain statement that employee benefits are governed by applicable master plan documents and insurance policiesraymond l. hog

26、ge, jr.audit employee handbookq should contain employment-at-will policyraymond l. hogge, jr.audit employee handbookq should contain acknowledgment form to be signed by employeeq acknowledge receiptq read before beginning workq contract disclaimer; employer right to reviseq at-willq violation of pol

27、icies results in discipline or dischargeq if questions, will askraymond l. hogge, jr.audit employee handbookq should be distributed to each employee before he or she begins workraymond l. hogge, jr.audit employee handbookq publication methodq print q easy to track changesq more expensive than online

28、q onlineq tracking changes requires diligenceq less expensive than printraymond l. hogge, jr.audit employee handbookq should give the best possible impression of the employerq by example, shows employees the level of quality the employer expectsq should be suitable for use as recruiting toolraymond

29、l. hogge, jr.audit eeo policies and practicesraymond l. hogge, jr.audit eeo policies and practicesq general eeo policy and practicesq title viiq age discrimination in employment actq equal pay actq state statutesq local ordinancesq contractual requirementsraymond l. hogge, jr.audit eeo policies and

30、practicesq sexual (and other) harassment policy and practicesq reporting systemq investigation proceduresq temporary measuresq confidentialityq rights of accused v accuserq use of dispute resolution proceduresraymond l. hogge, jr.audit eeo policies and practicesq affirmative action policy and practi

31、cesq if and only if applicableraymond l. hogge, jr.audit eeo policies and practicesq disability accommodation policy and practicesq pre-hireq post-hireq essential functions of job identified in job description?q interactive processraymond l. hogge, jr.audit eeo policies and practicesq non-retaliatio

32、n policy and practicesraymond l. hogge, jr.audit eeo policies and practicesq incorporation of q grievance procedure q open door policy q arbitrationraymond l. hogge, jr.audit job descriptionsraymond l. hogge, jr.audit job descriptionsq are the job duties clearly stated?q most important duties should

33、 be listed firstraymond l. hogge, jr.audit job descriptionsq are all essential functions of the job identified?q reliable time and attendanceq physical demandsq interpersonal skillsraymond l. hogge, jr.audit job descriptionsq do the requirement of the job as stated in the job description have the ef

34、fect of discriminating against applicants on the basis of any protected status (race, sex, disability, etc.)?raymond l. hogge, jr.audit job descriptionsq if the job is flsa-exempt, does the job description clearly demonstrate the exemption is applicable?raymond l. hogge, jr.audit hiring practicesray

35、mond l. hogge, jr.audit hiring practicesq assessment of recruiting methodsraymond l. hogge, jr.audit hiring practicesq assessment of recruiting methodsq promotion v. posting v. advertisementraymond l. hogge, jr.audit hiring practicesq assessment of recruiting methodsq use of recruitersq contract bet

36、ween employer and agencyraymond l. hogge, jr.audit hiring practicesq assessment of recruiting methodsq use of staffing agenciesq contract between employer and agencyq legal duties of employer and agencyq allocation of risk between employer and agencyraymond l. hogge, jr.audit hiring practicesq asses

37、sment of recruiting methodsq use of professional employer organizationsq contract between employer and peoq legal relationship between employer, peo and workerq allocation of risk between employer and peoraymond l. hogge, jr.audit hiring practicesq assessment of recruiting methodsq contents of adver

38、tisements legal?q statement discriminatoryq eeo statement required?raymond l. hogge, jr.audit hiring practicesq assessment of recruiting methodsq affirmative action required?q have federal or state contract? q receive federal or state funds?raymond l. hogge, jr.audit hiring practicesq assessment of

39、application formsraymond l. hogge, jr.audit hiring practicesq assessment of application formsq should state how long application considered activeraymond l. hogge, jr.audit hiring practicesq assessment of application formsq should contain employment-at-will disclaimerraymond l. hogge, jr.audit hirin

40、g practicesq assessment of application formsq should contain falsification or omission of information provisionraymond l. hogge, jr.audit hiring practicesq assessment of application formsq should contain authorizations necessary for information verification, reference checks, credit reportsraymond l

41、. hogge, jr.audit hiring practicesq assessment of application formsq should contain authorizations necessary forq information verificationq reference checks q credit reportsraymond l. hogge, jr.audit hiring practicesq assessment of application formsq should contain arbitration agreement, if arbitrat

42、ion of employment disputes is desired raymond l. hogge, jr.audit hiring practicesq assessment of application formsq should not contain potentially discriminatory questions, e.g.:q workers compensation history (ada)q medical conditions (ada)q arrest records (title vii)q marital status (va. human righ

43、ts actraymond l. hogge, jr.audit hiring practicesq assessment of selection processraymond l. hogge, jr.audit hiring practicesq assessment of selection processq interview procedures and questions should be determined in advance and consistently appliedraymond l. hogge, jr.audit hiring practicesq asse

44、ssment of selection processq interview questions should be job-related q interview questions should reflect job requirements set forth in written job descriptionq consider using written job description during interviewraymond l. hogge, jr.audit hiring practicesq assessment of selection processq inte

45、rviewers should make written record of all relevant informationq interviewers should not record information which could be interpreted as discriminatory or otherwise unlawful or inappropriateraymond l. hogge, jr.audit hiring practicesq assessment of selection processq medical informationq should fol

46、low 3-stage process required by adaq pre-offerq conditional offer of employmentq post-hireq should ensure strict confidentialityraymond l. hogge, jr.audit hiring practicesq assessment of selection processq all tests given to applicants should reflect job duties stated on written job descriptionq tes

47、ts should be assessed to identify potential issues under ada, title vii, etc.raymond l. hogge, jr.audit hiring practicesq assessment of selection processq all reference should be checkedq written record should be made of all information received raymond l. hogge, jr.audit hiring practicesq assessmen

48、t of selection processq credit checks should be performed only in strict compliance with applicable lawraymond l. hogge, jr.audit hiring practicesq assessment of selection processq selection should be based upon job-related criteria stated in the written job descriptionraymond l. hogge, jr.audit hir

49、ing practicesq assessment of employment documentsraymond l. hogge, jr.audit hiring practicesq assessment of employment documentsq hiring should be confirmed in writing (letter / form)q state job titleq state date of hireq state rate of payq state flsa exempt / non-exempt statusq refer to employee ha

50、ndbookq refer to arbitration, if usedraymond l. hogge, jr.audit hiring practicesq assessment of employment documentsq use written employment contracts for executive and highly compensated employeesq contract will supersede all prior agreementsq specify how employment may be terminatedq consider non-

51、compete and non-disclosureq consider buy / sell if ownership interestq have contracts reviewed by attorney firstraymond l. hogge, jr.audit hiring practicesq assessment of employment documentsq non-compete agreementsq restrictions must be no greater than necessary to protect employer interestsq restr

52、ictions must not unduly interfere with employee ability to earn a livingq restrictions must not be against public policyq no blue pencil in virginiaraymond l. hogge, jr.audit hiring practicesq assessment of employment documentsq non-disclosure agreementsq protect confidential information and trade s

53、ecretsq consider for executives, sales, and technology personnelq do not make overbroadraymond l. hogge, jr.audit hiring practicesq assessment of employment documentsq arbitration agreementsq consider using arbitration agreements to reduce litigation costsq specify arbitration protocolq specify disp

54、utes subject to agreementq specify disputes not subject to agreementraymond l. hogge, jr.audit hiring practicesq assessment of employment documentsq consent to drug / alcohol testingq specify types of testing (random, post-accident, etc.)q meet requirements for regulated industries (e.g., trucking)r

55、aymond l. hogge, jr.audit hiring practicesq assessment of employment documentsq proof of citizenshipq form i-9raymond l. hogge, jr.audit hiring practicesq assessment of employment documentsq personnel fileq maintain separate medical fileraymond l. hogge, jr.audit evaluation practicesraymond l. hogge

56、, jr.audit evaluation practicesq evaluations should follow schedule stated in employee handbookraymond l. hogge, jr.audit evaluation practicesq evaluations should be based upon job duties stated in written job descriptionraymond l. hogge, jr.audit evaluation practicesq evaluations should be in writi

57、ng, using established forms and rating systemsraymond l. hogge, jr.audit evaluation practicesq evaluations which call for improvement should be followed by a written corrective action planraymond l. hogge, jr.audit evaluation practicesq employees should be able to use grievance procedure to challeng

58、e evaluations with which they disagreeraymond l. hogge, jr.audit evaluation practicesq evaluations should be confidential, and shared only with managers and supervisors who have a need to knowraymond l. hogge, jr.audit disciplinary practicesraymond l. hogge, jr.audit disciplinary practicesq employee

59、 discipline should be based upon standards of conduct stated in employee handbookraymond l. hogge, jr.audit disciplinary practicesq in most circumstances, progressive discipline should be usedq egregious offenses may support immediate termination raymond l. hogge, jr.audit disciplinary practicesq di

60、scipline should be applied consistentlyraymond l. hogge, jr.audit disciplinary practicesq employees should be able to use grievance procedure to challenge disciplinary actions with which they disagreeraymond l. hogge, jr.audit termination practicesraymond l. hogge, jr.audit termination practicesq di