This document summarizes a webinar about avoiding common compliance traps. It discusses 10 common traps such as ensuring proper healthcare coverage requirements are met, paying attention to overtime rules, completing I-9 forms for all new hires, testing E-Verify users, keeping proper documentation, using appropriate interview questions, obeying EEOC regulations, following CFPB rules, using updated tax forms, and taking advantage of available tax credits. Screenshots from the PeopleMatter workforce management platform are included to demonstrate how the software can help businesses avoid some of these compliance issues.

1. 10
Common
Compliance
Traps
and
How
to
Avoid
Them
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5. #peoplechat
Panelists
Debbie Hauss
Editor-in-Chief
Retail TouchPoints
MODERATOR
Ryan Glushkoff
Director - Product Marketing
PeopleMatter
@NoMoreGuff
Anna Turner
Product Owner
PeopleMatter
@PeopleMatter

6. PeopleMatter is a powerful
and complete online
workforce management
platform, designed to fit "
the specific needs of brands
who want the most in
exceptional customer service
and intuitive software.
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7. 10 Common
Compliance Traps and "
How to Avoid Them

8. Trap #1:
Mind the Act

9. Trap #1: Mind the Act
The law requires all Americans to have health
coverage by 2014 or pay a per month fee
without coverage

10. Trap #1: Mind the Act
The law requires all Americans to have health
coverage by 2014 or pay a per month fee
without coverage
All full-time workers who work for companies
with over 50 employees must be offered job
based health coverage by 2015

11. Trap #1: Mind the Act
The law requires all Americans to have health
coverage by 2014 or pay a per month fee
without coverage
All full-time workers who work for companies
with over 50 employees must be offered job
based health coverage by 2015
A firm can avoid the mandate by having
fewer than 50 people working full-time or by
limiting scheduled hours to less than 30
hours per week

12. Trap #1: Mind the Act
First, if you are hiring more workers to stay
below the 30-hour per week threshold, make
sure you are staying compliant.
Second, use scheduling software to
track the number of hours worked -
particularly for those part-time employees
who are hovering around the 30 hour per
week mark.

13. Trap #2:
Overtime

14. Trap #2: Overtime
Exempt Employees - Not required to
pay overtime
Non-Exempt Employees - Required
to pay overtime

15. Trap #2: Overtime
Use Scheduling Software
(This stuff is complicated)

16. DEMO
Trap #2: Overtime

17. Trap #3:
I-9 for Every Hire

18. Trap #3: I-9 for Every Hire
Fines
$1M
2009 2012
$13M
# of Audits
3,000
250
2007 2012

19. Trap #3: I-9 for Every Hire
Of individuals criminally arrested,
240 were owners, managers,
supervisors or HR employees
Half of the audits in the second
half of 2009 were businesses with
under 25 employees

20. Trap #3: I-9 for Every Hire
For every person that has been
hired for employment on or after
November 6, 1986, employers must
complete and retain Forms I-9 for
those persons.

21. Trap #3: I-9 for Every Hire

22. DEMO
Trap #3: I-9 for Every Hire

23. Trap #4:
Test E-Verify Users

24. Trap #4: Test E-Verify Users
Public employers
and/or contractors
All or most
employers
Optional, rescinded,
or expired
Employers through
local or municipal
requirement only

25. Trap #4: Test E-Verify Users
70%
out of a minimum 10 question test)

26. DEMO
Trap #4: Test E-Verify Users

27. Trap #5:
Keep Proof

28. Trap #5: Keep Proof
1. I-9 data has not been compromised
2. All changes to the I-9 data are monitored
3. Track all I-9 transactions
4. Link the I-9 records to the electronic signature.

29. DEMO
Trap #5: Keep Proof

30. Trap #6:
Knockout Questions

31. Trap #6: Knockout Questions
Lower productivity
Overworked remaining staff
Lost knowledge
Training costs
Interviewing costs

32. Trap #6: Knockout Questions
The goal should be to attract
as many applicants as
possible and interview
as few as possible.

33. Trap #6: Knockout Questions
What religion are you?
What church do you go to?
Are you married?
Do you have children?
Do you plan to start
a family?
Are you a citizen?
What country do you
come from?
What is your
maiden name?
Don’t ask
questions
like this…

34. Trap #6: Knockout Questions
Do you have a disability that will
prevent you from doing this job?
Will your disability interfere with your
ability to do this job?
How many days were you
sick last year?
Do you have (name of disease)?
How old are you?
When did you graduate
from high school?
Don’t ask
questions
like this…

35. DEMO
Trap #6: Knockout Questions

36. Trap #7:
Obey the EEOC

37. Trap #7: Obey the EEOC
“Every employer,
employment agency, and
labor organization shall
make and keep such
records relevant to the
determinations of whether
unlawful employment
practices have been or are
being committed.”

38. DEMO
Trap #7: Obey the EEOC

39. Trap #8:
Mind the CFPB

40. Trap #8: Mind the CFPB

41. DEMO
Trap #8: Mind the CFPB

42. Trap #9:
Tax Forms

43. Trap #9: Tax forms

44. Trap #10:
Tax Credits

45. Trap #11: Capture Tax Credits
WOTC
Geographic
State & Incentive
FICA-Tip
$$$$

46. DEMO
Trap #10: Tax Credits

47. Recap of the Compliance Traps
1) Mind the Healthcare Act
2) Watch Out for Overtime
3) Use I-9s for Every Hire
4) Test E-Verify Users
5) Keep an Audit Trail
6. Use Knock Out Questions
7. Obey the EEOC
8. Mind the CFPB
9. Use Updated Tax Forms
10. Get Tax Credits

48. #peoplechat
Panelists
Debbie Hauss
Editor-in-Chief
Retail TouchPoints
MODERATOR
Ryan Glushkoff
Director - Product Marketing
PeopleMatter
@NoMoreGuff
Anna Turner
Product Owner
PeopleMatter
@PeopleMatter