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Staying Ahead of State Compliance Changes

We can’t blame you if navigating through the complicated patchwork of state employment laws at times feels like white water rafting through the roaring rapids. You get done managing a new employee acknowledgement requirement in one state to come around the bend to find three more compliance issues to address in other states where you do business.  For employers with operations in multiple states, this can leave you feeling like you’ve left shore without a paddle.

What makes managing state compliance so difficult?

Everything from wage notifications and FMLA to various employee acknowledgments like paid sick leave and family rights can vary between states, with unique forms required at each location. The shift to a remote workforce during the pandemic has made this even harder with employees now spread across more states in some cases. Global Workplace Analytics has estimated that almost one-third of the U.S. workforce could be working from home multiple days a week by 2021.

With more than 150 applicable regulations across the states, a comprehensive compliance platform, paired with procedures like in-depth self-audits, is essential.

Many employers rely on large HCM providers to help manage onboarding processes, but they have difficulty keeping their systems updated with evolving state-level regulations. What’s needed instead is a way to monitor and implement all state-level changes quickly, so employers feel confident their employees consistently receive and complete the right forms during onboarding and beyond. Having the right partner is integral to making this happen.

Steps to Take to Manage State Compliance

  1. Monitor for regulatory updates: It starts with needing to continually monitor the latest regulatory updates for each state in which you do business. Identify who within your HR team should be responsible and what resources they will need to monitor.
  2. Assess changes to your HR operations: Address which policies need to be updated, the portion of your workforce that is affected and how you will deliver the forms to employees. For example, it is often challenging to know exactly which recommended forms should be used. Employers must manage a vast assortment of forms, including ones for the Family and Medical Leave Act (FMLA), paid sick leave, and workers’ compensation. In California alone, forms concerning pregnancy accommodation, wage theft, and leave for victims of domestic violence may all apply.
  3. Distribute and manage completion of compliance forms: New compliance requirements often come with tight deadlines, leaving HR teams to quickly determine how to implement new policies with their affected workforce.
  4. Storage of employee forms: Depending on the policy, some compliance forms need to be completed by employees and stored for a specified time period.

Covering all these tasks requires systematic processes and dedicated personnel. You’ll need to determine who from your team will be responsible for implementing and managing state compliance requirements, while also tracking your overall compliance progress.

As we mentioned, HCM platforms and internal processes don’t always scale easily to adapt to new regulations and requirements. That’s why CIC Plus is introducing our new Compliance Library, which combines a comprehensive selection of state-required compliance forms with our proven platform for managing employers’ ongoing compliance requirements.

Introducing the CIC Compliance Library

The CIC Plus Compliance Library is designed to address the biggest challenges to staying current with all state compliance changes.

We eliminate the time and stress traditionally associated with monitoring, preparing, distributing, and having employees complete the latest forms required for state-level regulatory compliance.

Let’s take a closer look at how Compliance Library can help.

Know You’re Always Up to Date

Not sure if you’re using the correct forms? Afraid you might have missed a new state-mandated notification or acknowledgment requirement? Don’t be. The Compliance Library ensures updates are automatically applied as state legislation evolves.

The CIC Plus team proactively monitors developments for all states and will automatically update all affected forms by the required deadlines, saving your HR team valuable time. Instead of time-consuming and risky manual processes, you get automatic assurance that you’re up to date with all state requirements.

Compliance Library includes state-required forms for:

  • Family Rights
  • Gender Equity
  • Lactation Accommodation
  • Leave for Victims of Domestic Violence, Sexual Assault, or Stalking
  • Medical and Family Leave
  • Paid Sick Leave
  • Pregnancy Accommodation
  • Wage and Hour
  • Wage Theft
  • Workers’ Comp

Truly Integrated Onboarding

Onboarding has always been a form-heavy process. From completing all federal requirements, including tax withholding information to I-9 verification, to company-specific acknowledgement forms, there are a number of tasks a new hire must complete during the onboarding workflow.

Compliance Library is part of CIC Plus’ fully-integrated platform of onboarding and employer compliance services. What this means is that employees are guided through all required onboarding tasks in a clear and consistent manner. Address validation ensures an employee is presented with all required forms based on their work and home addresses.

More Time for Strategic Tasks

Tracking, updating, implementing and executing onboarding forms manually is a time-consuming and never-ending task for your HR teams. We can imagine you can find something useful to do with your newfound time—maybe even a little white-water rafting!

Ready to learn more about the CIC Compliance Library? Get in touch with a member of our team today to get started.