New York State Labor Law Compliance Checklist

Labor laws at the federal, state and local level are are complicated and change all the time.

70% of employers audited are found in violation, according to a recent estimate. In New York, you risk large financial damages, personal liability and even jail time for violations. Timekeeping problems put you at significant risk.

Use this checklist as a guide to see if you have any obvious problems in your timekeeping that expose you to risk of violation.

We also recommend that you consult legal, accounting, payroll and HR experts to ensure you are doing all you can to protect yourself, your company and your employees.

Click to Download the PDF

NYC Sick Leave Timekeeping Compliance Checklist

Sick leave is an important benefit for both employer and employee. Without it, employees go to work sick (nearly 50% according to a recent Kaiser Family Foundation study).

A separate study by the National Foundation for Infection Diseases found that 30% of workers reported that they contracted the flu from a colleague. NYC rules require sick leave and proof of compliance.

Use this NYC Sick Leave Timekeeping Compliance Checklist as an aid to see if you have any obvious timekeeping issues related to sick time management.

We also recommend that you consult legal, accounting, payroll and HR experts to ensure you are doing all you can to protect yourself, your company and your employees.

Click to download the PDF.

NY Spread of Hours Timekeeping Compliance Checklist

New York wage orders from the Commission of Labor require certain employers to provide extra compensation to employees in specific situations based on the ‘spread of hours’ in the day.

Spread of hours is defined as the total hours between the first shift start and the last shift end, regardless of hours worked.

While wage order details may change over time and other jurisdictions may impose their own version, the basic timekeeping requirements remain consistent.

Use this Spread of Hours Timekeeping Compliance Checklist as a guide to the capabilities required to track and minimize spread of hours while remaining compliant.

We also recommend that you consult legal, accounting, payroll and HR experts to ensure you are doing all you can to protect yourself, your company and your employees.

Click here to download the PDF.

New York Paid Family Leave Checklist

New York Paid Family Leave is available to virtually all private employees in the state.

Employers must accurately track hours and days worked as well as sick time and leave time to ensure they comply with the law.

Use this New York paid family leave checklist to identify timekeeping features needed to properly fulfill employer responsibilities for Paid Family Leave.

We also recommend that you consult legal, accounting, payroll and HR experts to ensure you are doing all you can to protect yourself, your company and your employees.

Click to download the PDF.

Daily Timekeeping Compliance Checklist

Federal, state and local labor laws all require accuracy in timekeeping. Some, like New York, specify that the timekeeping must be daily—anything short of that is unacceptable.

Timesheets prepared at the end of the work week are noncompliant. Weekly employee time recording is insufficient. Records must be kept daily and available immediately for audit.

Download our Daily Timekeeping Compliance Checklist to identify timekeeping problems in your operation that could be a problem during audit.

We also recommend that you consult legal, accounting, payroll and HR experts to ensure you are doing all you can to protect yourself, your company and your employees.

Click to Download the PDF

No More Missed Punches

affordable biometric time clock Islandia

Biometric Time Clock Paired With Employee Timekeeping System

Baron Workforce Management Clock combines the latest in time clock technology with industry-proven, cloud-based time and attendance services.

Company-Wide Benefits

HR and Payroll managers won’t have to research and correct missed and unmatched punches and system is synced to payroll system. It provides supervisors with maximum visibility and tools for absence and overtime management, leave planning, compliance, notices, and time card approvals. Employees appreciate simplified, accurate punch in/out, convenient notifications, and 24/7 time card visibility.

Here are the specs:

    • Interactive Prompt
      Real-time confirmation for employee work status and applied job codes.
    • Data Input
      Enter tips, codes, or responses.
    • Employee Status Awareness
      System tracks employee state (clocked in or out, on break, current job code). Eliminates missed punches and enables complete timekeeping records and analytics.
    • Fingerprint Enrollment
      Supervisors can rapidly enroll employee fingerprints at the clock.
    • Fingerprint Validation
      Employee identification/confirmation with rapid biometric fingerprint reader.
    • Wi-Fi Enabled
      Allows placement on manufacturing floors or in areas where network wires are not feasible.
    • Ethernet Connection
      Wired link to networks.
    • Battery Backup
      Supports continued usage for up to three hours (depending on use) in the event of lost power.
    • Offline Mode
      Punches are cached if network connectivity is lost and submitted when connection is restored.
    • Multiple ID Form Factor Support
      Recognize employees with PIN, proximity cards, or fingerprints—all supported within the same site.
    • Remote Update
      Clock acquires latest software updates without user action.
    • 7” Color Screen
      High contrast, large area screen for punches, notifications, and data input.
    • User Capacity
      Up to 6000 fingerprints/timecards.

 

How can Baron Workforce Management Clock transform my payroll process? Call 631-266-2500 today.

Contact baronHCM for information regarding Baron Workforce Management SuiteUPGRADE TODAY

baronHCM offers Baron Workforce Management Suite, the powerful, fully-integrated Workforce Management Suite that makes it easy to optimize the performance of your managers, employees, and company.

Baron Workforce Management Suite includes Baron Time, Baron Scheduling, and Baron Mobile. Baron Workforce Management Suite is established for busy employers like you who need to streamline scheduling, automate time and attendance tracking, maintain regulatory compliance, and reduce labor costs.

How much can you save? Check our baronHCM ROI Calculator.

We can get you up and running with Baron Workforce Management Suite in minutes. Contact us today to book a demo.

How to Evaluate Your Labor Audit Liability

lower risk of labor audit Islandia

Are You Compliant?

Is your company at risk for fines or sanctions in case of a labor audit? By answering the following questions, you can better establish your current labor audit liability.

Are Your Timekeeping Procedures Sufficient?

  • Are employee time and attendance records accurate and accessible?
  • Are staff members paid for all the time worked?
    • (Employers should not require employees to work before and after shifts, or at home off the clock.)
  • Does the system accurately calculate PTO?
  • Would the data stand up to a labor audit?
  • Can employees cheat the system?

Do Employees and Managers Increase or Decrease Your Liability?

  • Do employees know how to properly punch in/out for shifts, meals, and breaks?
  • Do employees know how to total time cards?
  • Do managers know federal, state, and local labor provisions?
  • Do managers know how to verify time cards?
  • Do managers know how to approve shift change requests?
  • Are managers educated about company policies regarding overtime?

Need a New Timekeeping System?

Based on the previous questions, have you decided that your business needs a better employee timekeeping system to protect yourself in case of a labor audit or employee labor dispute?

Improve Compliance Without Adding More Work

Baron Workforce Management Suite paired with one of our biometric time clocks can significantly lessen your risk of being fined for noncompliance while simultaneously decreasing the time required to track employee time and attendance. Call baronHCM today for a demo of our economical, cloud based system.

Contact baronHCM for information regarding Baron Workforce Management SuiteUPGRADE TODAY

baronHCM offers Baron Workforce Management Suite, the powerful, fully-integrated Workforce Management Suite that makes it easy to optimize the performance of your supervisors, employees, and organization.

Baron Workforce Management Suite includes Baron Time, Baron Scheduling, and Baron Mobile. Baron Workforce Management Suite is created for busy employers like you who need to streamline scheduling, automate time and attendance tracking, maintain regulatory compliance, and reduce labor costs.

How much can you save? Check our baronHCM ROI Calculator.

We can get you up and running with Baron Workforce Management Suite in minutes. Contact us today to book a demo.

It’s Time to Cut Your Losses

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Are you using a manual employee time and attendance system that fails to ensure the accuracy of timekeeping? If so, you are paying for time not worked. It’s time to cut your losses. 

The Cost of Time Card Estimation
You can save on labor costs by eliminating timecard estimation. How accurate is memory? When staff members forget to punch in or out and have to record missing punches on their timecard several days later, do you think they estimate in and out times in your favor? Can you recall your start and end times precisely for the past payroll period? Paying for just a few extra minutes per staff member each week can really add up.

If you have 25 employees who approximate their hours with an extra 8 minutes of time for which they were not on the job, you will overpay:

  • $184 weekly
  • $367 biweekly
  • $794 monthly

If you do the math for a whole year, you can really see that you need to stop the bleeding. This is what you would overpay for three entry-level wages:

  • $9.00/HR $7800
  • $10.00/HR $8667
  • $11.00/HR $9529

What could you do with an extra eight grand a year? Purchase new equipment? Provide additional training? Expand advertising?

The Solution
Baron Workforce Management Suite includes Baron Time, a cloud-based time and attendance solution that makes reducing labor costs easy. As your employees record time on their tablets, mobile phones, or computers—or with one of our plug-and-play time clocks—you’ll reduce time card guesstimating that leads to unnecessary overpayment. 

Let us show you how Baron Time can help your company. Call today for a demo!

 

Contact baronHCM for information regarding Baron Workforce Management SuiteUPGRADE TODAY

baronHCM offers Baron Workforce Management Suite, the powerful, fully-integrated Workforce Management Suite that makes it easy to optimize the performance of your managers, employees, and business.

Baron Workforce Management Suite includes Baron Time, Baron Scheduling, and Baron Mobile. Baron Workforce Management Suite is developed for busy employers like you who need to streamline scheduling, automate time and attendance tracking, maintain regulatory compliance, and reduce labor costs.

How much can you save? Check our baronHCM ROI Calculator.

We can get you up and running with Baron Workforce Management Suite in minutes. Contact us today to schedule a demo.

3 Benefits of Cloud-Based Workforce Management

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It’s easy to see why companies have been steadily moving from premise-based systems to cloud-based, or SaaS (software as a service) solutions. Today’s post highlights 3 significant benefits of cloud-based WFM systems.

1. Saves Money

  • Low cost setup.
  • Eliminates expense of IT maintenance.
  • Avoid rates for software updates.
  • Easily grows with your company.

Try our ROI Calculator to see how much you could be saving with our cloud-based Workforce Management Solution. You’ll be surprised.

2. Anywhere/Anytime Access

  • All you need is a web browser.
  • Centralized records and management.
  • Customize features and access per user.
  • Mobile access increases productivity.
  • Number one solution for organizations with multiple sites and mobile staff members.

Learn more about how Baron Mobile can increase your employee productivity, and free up additional manager time.

3. Quick Implementation

  • Infrastructure already in place.
  • With login credentials, you are ready to go.
  • Integrates with your payroll processing service.

In most cases, we can have you up and running in less time than it takes most managers to collect payroll data from all their employees, and we won’t keep you late on a Friday afternoon.

To learn how cloud-based Baron Workforce Management Suite benefits your specific business and industry, call 631-266-2500 today.

Contact baronHCM for information regarding Baron Workforce Management SuiteUPGRADE TODAY

baronHCM offers Baron Workforce Management Suite, the powerful, fully-integrated Workforce Management Suite that makes it easy to optimize the performance of your supervisors, employees, and business.

Baron Workforce Management Suite includes Baron Time, Baron Scheduling, and Baron Mobile. Baron Workforce Management Suite is developed for busy employers like you who need to streamline scheduling, automate time and attendance tracking, maintain regulatory compliance, and decrease labor costs.

How much can you save? Check our baronHCM ROI Calculator.

We can get you up and running with Baron Workforce Management Suite in minutes. Contact us today to book a demo.

How a Timecard Goof-up Can Cost You $30,000

Islandia labor law compliance tools

Restaurant Owner Owes $30,000 for a $30 Mistake
Bobbi Best owns Blondies’ Bistro in Grants Pass, Oregon. In December 2015, a man named Martin Robinson applied for a cook’s position. In the restaurant industry, it is customary for job seekers to exhibit cooking expertise in a “working interview.” As Best had routinely done with previous job seekers, she asked Robinson to sign a waiver in which he consented to an unpaid working interview.

Signed Waivers of Acceptance Don’t Supersede Labor Regulations
Evidently, Best did not recognize that Oregon labor laws obligate payment of at least minimum wage for time spent in working interviews. At minimum wage, the working interview would have earned Robinson about $30. The following day, Robinson worked a standard shift but then rejected the job in a text message to Best. Best paid him approximately $60 for the regular shift.

Ignoring It Won’t Make It Go Away
Robinson took Best to court where she was ordered to pay a fine for the violation. Best didn’t pay the initial fine which compounded to $4,400 in the early spring of 2016. As of October 31, 2016, she had paid over $13,000 in legal fees but still owed over $21,000 to Robinson and his lawyer.

There are several lessons to be learned from this story:

  1. Employers need to keep accurate, comprehensive records to protect themselves in case of a labor dispute. Accurately track employee hours for working interviews, training, and regular shifts with Baron Workforce Management Clock from baronHCM. Customize settings to reflect state and industry-specific provisions.
  2. Be aware that a or employee may exploit even a small infraction. Labor courts almost always favor the employee, even if they act quickly to make amends.
  3. Gain an intensive understanding of state and federal labor regulations, comply with them, and keep up with changes.
  4. In the unfortunate event that you are fined, pay immediately before late penalties build up.

Are You at Risk?
Call 631-266-2500 today to see how Baron Workforce Management Clock can protect you from a similar nightmare.

Source:
Based on an October 31, 2016 story written by Jeff Duewel for the Grants Pass Daily Courier, republished by the Medford, Oregon-based Mail Tribune. Jeff Duewel, “Working interview turns into nightmare for Grants Pass Bistro,” Mail Tribune, October 31, 2016, http://www.mailtribune.com/news/20161031/working-interview-turns-into-nightmare-for-grants-pass-bistro, accessed February 28, 2017

Contact baronHCM for information regarding Baron Workforce Management SuiteUPGRADE TODAY

baronHCM offers Baron Workforce Management Suite, the powerful, fully-integrated Workforce Management Suite that makes it easy to optimize the performance of your managers, employees, and business.

Baron Workforce Management Suite includes Baron Time, Baron Scheduling, and Baron Mobile. Baron Workforce Management Suite is developed for busy employers like you who need to streamline scheduling, automate time and attendance tracking, maintain regulatory compliance, and lessen labor costs.

How much can you save? Check our baronHCM ROI Calculator.

We can get you up and running with Baron Workforce Management Suite in minutes. Contact us today to book a demo.