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Time to Upgrade your POS

Business requirements have changed.  The more information that can be collected the more financially profitable the business can become.  Labor laws are becoming stricter with stiffer penalties.  Better record keeping is crucial in avoiding legal compliance issues.  This is a huge hurdle when dealing with wage and labor grievances from employees.  Labor restrictions have become more favorable toward employees.  The employer now has to be more responsible to document any time card transactions that wasn’t controlled by the employees.  Adjustments to the start and end shifts require proper documentation. 

Those employers that use paper forms to track these adjustments increase labor costs and increase error rates.  Eventually the law would side with the employee.  Tracking “Sick Leave”  or getting an employee to approve his “Time Card” can be a daunting task.  Purchasing a time clock or using an “App” will still require you to do manual calculations, incur a monthly service or add additional hours to do manual calculations.  

Handling this paperwork and processing manual shift changes can be time consuming, eating up significant parts of managers’ already busy days.  Time clock functionality integrated into POS systems does not necessarily offer the best security especially when a fellow employee can clock another one using their PIN code.  A biometic clock can actually create a “Cost Savings”.  Trying to piece together the clock-ins and clock-outs of every employee for a pay period can be extremely painful and costly, as employers will generally want to err in the favor of the employee. 

There are so many solutions out there that offer differing levels of advantages. The key to finding the one that fits your business is one that configures and adapts to the way you run your business.  Though this may sound like additional costs there are some that have human support to tailor it to your needs.  Using a Payroll Provider that offers “Cost and Time Efficient” services is the best option.  

Wage and Sick Leave Orders

What you need to know about California's Wage and Sick Leave Orders?

Did you know there are (7) expansive Wage and/or Sick Leave Orders in Southern California?  There are 12 in Northern California.  Each one unique from the other and some can take precedent over the California Sick Leave Order of 3 days/24 hours.  There are even Industry specific Wage Orders for Hotels in Los Angeles and Santa Monica.

There are two choices for businesses.

  • An Accrual method that would require you to Roll Over those hours into the next year with a possible cap of 80+ hours
  • A Fixed amount issued each year

Here are some of the Requirements:

  • Employer cannot require a Doctors Note
  • Restrictions on requiring advance notice of an absence
  • You may need to calculate different amounts if your employees part-time in one of the cities that have a different Sick Leave Order
  • Employer must have a method of tracking and providing info to employee (s)
  • Some cities require Posters and Documentation to be completed for all employees
  • Employer can mandate specific amounts be used  for each occurrence but must be in a Policy or Employee Handbook
  • Amounts must be tracked and listed on either their Payroll Check or other document provided on Pay Day
  • Sick Leave is not Paid Out upon Termination or Separation
  • Some PTO - Personal Time Off Policies can be used or modified to comply with the Orders
  • Paid sick leave can be used for the illness or preventative care of an employee or an employee’s family member (defined as a parent, child, spouse, registered domestic partner, grandparent, grandchild, or sibling)
  • Paid sick leave can also be used for employees who are victims of domestic violence, sexual assault, or stalking, as described in California Labor Code Sections 230 and 230.1.
  • There are Penalties for non-compliance

If you have more specific questions send us an email at (ricardo,villa@simpletime.biz) .

SimpleTime's Mission is helping businesses grow.  

The easiest method to ensure you are in compliance is have an Employee Handbook in place.

Ask us about our $150 Employee Handbook offer which expires November 15th.

California Labor Laws on Rest and Meal Breaks

Meal and Rest Break compliance continues to create a great deal of anxiety for California Employers. Understanding the requirements is extremely important but ensuring they are followed can be quite another matter.  ​​​

To comply with these rules, employers must do ​everything possible to communicate the legal requirements of employee break laws to non-exempt workers and provide them opportunities to take meal and rest breaks.  The time for manual record keeping will push companies to find easier ways to record, gather, verify and ensure they are in compliance and avoid future problems.  

Rest Break (10 minutes paid):
Rest Breaks must be offered at the rate of 10 minutes for every four (4) hours worked.  Employers must allow employees (non-exempt) to have an uninterrupted rest period whose total daily work time is at least 3.5 hours.  The best time to provide the Rest Period is around the 2nd and 3rd hour.

If either rest break is not given or is interrupted, you owe the employee one hour of pay, which you must include it in the next paycheck.

Meal  Period (30 minutes - Unpaid):
The first meal period must be provided no later than the end of the employee's fifth (5th) hour of work.  If the employee is scheduled or will not work past the sixth (6th) hour you could use a Waiver which would permit the employee to skip their Meal Period only if they agree to it in writing.  This waiver must allow the employee to rescind his choice at any time.  This cannot be changed from one day to the other.  Documentation is crucial for compliance.

The employee must be:

  • Relieved from all duties or assignments
  • Relinquished control of their duties
  • Permits them a reasonable opportunity to take an uninterrupted, 30 minute break
  • Does not impede or discourage them from doing so

Consult with a Human Resources expert like SimpleTime or your Legal Counsel regarding On-Duty Meal Breaks.

For each workday that you fail to provide an employee a meal period, as required, you will owe the employee one additional hour of pay at the employee's regular rate.

A simple solution is implementing a Time & Attendance service which will create a Time and Cost savings for any business.  Reach out to us to create a savings for your company.

Hope you have found this information helpful.  If you know someone who could use it please forward them this email.  We will be sending helpful emails to help businesses avoid Labor Law issues.  If you have a specific issue please contact us.