While there is no universal list of compliance training requirements that businesses must follow for new employees, there are certain federally mandated trainings, depending on the nature of your business.
Many states also have their own compliance training requirements that employers should be aware of.
Here is everything businesses need to know regarding employee compliance training.
When hiring a new employee, it's important that they complete any required training as soon as possible to keep your business compliant.
It's also worth noting that some trainings, such as some state-mandated sexual harassment trainings, must be completed annually rather than just when an employee is initially hired.
As a best practice, employers should consider implementing a compliance training program that also ties into the onboarding processes.
This can ensure training is consistent, requirements are regularly satisfied, and attendance / completion is documented so employers are prepared in case of an audit.
By establishing a compliance training program and process, employers can better:
Protect Against Legal Penalties: Proper training can help protect companies from lawsuits, regulatory fines, and government audits.
Standardize Operations: An established process can help you avoid operational disruptions and human error / forgotten training.
Promote Positive Culture: Thorough and comprehensive compliance training can help foster transparency and accountability, while showing employees that their well-being is important.
There are three key practices that can help businesses maximize the effectiveness of their training programs:
Employers may also want to consider reaching out to an HR Service company for help with compliance training. By going through an HR compliance service, businesses can generally access the following services:
As mentioned previously, the compliance training that is required depends on the location and nature of your business.
Below, you'll find both potential federal and state compliance training requirements.
When it comes to federal law, training generally depends on the nature of the business, as well as the responsibilities of employees.
The Occupational Safety and Health Administration outlines a long list of training requirements by "standard", which refers to the nature of the business and job responsibilities.
Generally, OSHA requires training for any employee who will face hazards on the job. It's worth noting that the definition of "hazards" is more encompassing than employers often realize.
Hazards are often associated with construction and manufacturing positions that involve heavy machinery, dangerous chemicals, hazardous electrical equipment, loud noise exposure, and serious fall risks.
However, hazardous jobs can also include those working in schools and retail positions, which require training on emergency evacuation plans and administering first aid.
Employers should ensure they review the list of training requirements from OSHA to ensure compliance.
The Equal Employment Opportunity Commission (EEOC) includes specific requirements that apply to federal agencies for preventing harassment. These requirements are referred to as Promising Practices for Preventing Harassment in the Federal Sector.
Training requirements include:
Federal agencies should note that there are additional requirements beyond training, such as policies and programs, that must be met.
Under the Health Insurance Portability and Accountability Act (HIPAA), covered healthcare entities must administer training to all employees and managers whose duties involve Protected Health Information (PHI) within a reasonable period after an employee is hired.
Training must generally include:
Common state-mandated compliance training requirements include:
It's crucial that employers review the laws and requirements of their state, as well as any states in which they have employees, as each state is unique.
Employers who are struggling with employee compliance training or who are experiencing other compliance challenges may want to reach out to an HR outsourcing company for help.
To learn more about EBC HCM's HR Compliance Services, contact us today.