Managing Employees

Adding New Employees

To add a new employee, navigate to the "Employees" section and click on the "Add Employee" button. You will need to fill out the employee's personal details, job title, department, and employment status.

Make sure to collect the following information:

• Full Name
• Date of Birth
• Contact Information (Email, Phone)
• Job Title and Department
• Start Date and Employment Type (Full-time, Part-time, Contract)
• Visa Information (if applicable)

Remember to obtain signed consent for storing personal information as per data protection laws like the GDPR or CCPA. Employees should also be informed about the types of data collected and the purposes for which the data will be used.

Employers must also comply with employment eligibility verification requirements, such as completing Form I-9 in the United States. This ensures that all employees are authorized to work in the country, which is a legal obligation for employers.

Managing Visa Information

For non-US citizen employees, visa management is a critical part of employee management. Acme HR simplifies this process by providing a dedicated section for tracking visa information.

To add visa information for an employee:

• Select the employee's citizenship.
• Choose the visa type (e.g., H1B, L1, F1, etc.).
• Indicate whether the visa is company-sponsored (if applicable).
• Add the visa expiration date to receive automatic reminders for renewals.
• Upload supporting documents like I-94 records or work permits.

The system will automatically display visual alerts:

• Yellow warning: Visa expiration is approaching.
• Red alert: Visa is out of status and requires immediate attention.

If the employee has dependents on their visa, such as a spouse or children, you can add their details as well. This ensures that both the employee and their dependents remain in compliance with immigration laws.

Visa management is fully integrated into the employee profile, making it easy to track and update visa-related details alongside other employee information.

Editing Employee Information

To edit an employee's information, go to the "Employees" section, find the employee you wish to edit, and click on their profile. You can update their personal details, job information, visa details, and employment status as needed.

Changes to employment status, such as promotions, department transfers, or salary adjustments, should be documented and communicated to the employee formally. Keeping accurate records is crucial for compliance with labor laws and internal policies.

It is important to note that certain changes, such as salary adjustments or reductions in working hours, may require formal amendments to the employee's contract. Depending on local labor laws, employees may need to provide written consent for such changes.

Offboarding Employees

Offboarding is an important aspect of employee management. When an employee leaves the company, ensure that all necessary exit procedures are followed, including collecting company assets, disabling system access, and providing the necessary paperwork.

It is also important to conduct an exit interview to gather feedback from the departing employee. This helps improve internal processes and understand potential reasons for employee turnover.

For legal compliance, make sure that final payments, including any outstanding wages and accrued vacation days, are processed according to employment laws. The company must also provide the employee with relevant tax forms, such as a W-2 or equivalent.

Employers must also be aware of any obligations related to continuation of health benefits, such as COBRA in the United States. This allows employees to temporarily continue their health coverage after leaving the company, and the company is required to provide notice of these rights.