Having up-to-date labor law posters is important, but it's just part of the picture when it comes to workplace compliance. U.S. employers also need to provide specific legal notifications, known as employee handouts, to keep employees informed of their rights and responsibilities.
To stay on top of your legal obligations, it’s essential to understand and implement these necessary communications. Let’s take a closer look at this growing responsibility and how it impacts your business.
Employee Notifications on the Rise
If you're not familiar with employee notifications, here’s a quick rundown:
- They come from government agencies and can vary by state, county and city
- They might be required at the time of hire, annually, or due to specific events like a leave of absence, pregnancy, changes in pay or status, benefits enrollment, workplace injury, or termination
- They change often, and many agencies don’t inform employers about updates
- They apply to all employees, including remote workers
Something else to keep in mind: Employee handouts aren’t optional. In fact, neglecting them can lead to hefty fines, with federal penalties reaching over $25,000 per violation for missed or outdated notices. Daily fines can also apply if notices aren’t provided within the required timeframe. On state, county and city levels, fines typically range from $100-$500 per violation.
There’s also the risk of employee lawsuits. Failing to inform employees of their rights can lead to the loss of legal defenses and extend the statute of limitations for claims. Courts increasingly see inadequate notice as evidence of bad faith, potentially escalating damages in employment-related lawsuits — a risk further compounded by improper labor law postings.
With the Mandatory Employee Handout Service, each notice comes with guidelines on when and how to distribute it, so you’re always on track.
How to Easily Comply with Complex Employee Handout Requirements
Managing these notices, especially if you operate in multiple states, can quickly become overwhelming. That’s where the Mandatory Employee Handout Service comes in — a cost-effective way to keep your employees informed and protect your business. Here’s how it works:
- Instant access: Get all the required federal, state and local employee handouts for your location 24/7.
- Flexible distribution: Choose from printing, attaching to emails, including in policy manuals or posting electronically on your intranet, depending on the laws.
- Compliance assurance: Enjoy continuous legal monitoring and real-time updates from our expert team, ensuring you’re always compliant with the latest requirements.
Staying compliant doesn’t have to be a chore. With our Mandatory Employee Handout Service, you can focus on running your business while we handle the legal details of these notices.
