Temporary workers are entitled to all the same protections of their safety and well-being as any other employee. Staffing professionals have a responsibility to ensure these individuals are working in compliance with all applicable rules and regulations. A staffing agency's legal responsibilities include adhering to any limits on work hours and exposure to hazards while staying alert for violations.
However, watching out for compliance issues and keeping up with all the paperwork involved can be a time-consuming headache, especially when balanced with the many other obligations in a recruiter's day. Staffing software offers a way to streamline these processes, making them a simple and intuitive part of the routine. The Jobscience Hiring Logistics interface brings compliance together with many other essential functions, centralizing and optimizing a recruiter's workflow.
Why compliance matters
"Agencies must take steps so employees are properly trained."
According to the Occupational Safety and Health Administration, the employer and the agency that made the placement are held accountable for compliance for temporary workers. Both parties must take steps so employees are properly trained, operate in a safe environment and receive communications about any workplace hazards.
OSHA instituted more stringent efforts to protect contingent workers in 2013, after finding that too many were beginning dangerous jobs without proper guidance. However, workplace injuries remain a significant concern for temporary and long-term employees alike. The Bureau of Labor Statistics reported 4,836 fatal work injuries in 2015.
If OSHA finds that employers are not obeying federal law or temporary workers have not received necessary training, employers and recruiters could face penalties. That makes it vital for staffing professionals to be sure every job is carried out in accordance with regulations. Fulfilling that responsibility involves:
- Being aware of any hazards involved in a job.
- Keeping open lines of communication with the employer and inquiring about the conditions employees will work in.
- Verifying that the employer has fulfilled its own obligations to keep the workplace safe.
- Checking there is no difference in safety, health and training measures taken for temporary employees from the ones in place for permanent workers.
Staffing professionals and employers can work together to address any potential oversights. For instance, while the recruiter might arrange for a worker to receive general safety training, the employers should provide specific instructions to prevent any dangerous errors on the worksite.
Addressing common compliance issues for temporary workers
Recruiters should always be wary of the wide range of oversights and violations that can leave their business on the wrong side of regulations. There are a number of issues that can slip by if staffing professionals do not have sufficient visibility into what workers are doing and awareness of possible problem areas. According to Monster, some of the most common compliance failures involving contingent labor are:
- Incorrect classification of employees as independent contractors.
- Failure to pay an individual for all the hours he or she worked.
- Discrimination on the job.
- Liability for workers' compensation.
- Failure to fulfill a local documentation requirement.
Staffing agencies protect themselves, their clients and workers by maintaining an extensive and up-to-date knowledge base of federal, state and local labor regulations. Remaining attentive to all requirements for filing documents, providing training and keeping records can get become complex, especially when dealing with several employers and work sites, but it's also essential.
How Hiring Logistics can help
One way to make sense of that mass of rules and forms is by taking advantage of recruitment software. Hiring Logistics includes an array of tools that simplify compliance, starting with setting conditions for any licensing requirements attached to the job. This function is especially important when looking for highly skilled labor in fields like health care.
The compliance module works in conjunction with other Hiring Logistics tools so staffers can move proactively to avoid any problems. Auto matching will bring up prospective employees with the necessary training and experience to fill a position. Recruiters then use the same interface to approve calendars and collect time in accordance with all relevant guidelines. They can set limits for scheduling workers based on the total hours per day or the number of consecutive days an individual can spend in a hazardous environment.
Staffing professionals get a window into how workers are spending their days with mobile management tools and interactive maps. With all these tools in a single interface, Hiring Logistics makes it easy to collect all relevant data for workers, efficiently managing payroll and invoicing while driving compliance.
For staffing agencies, staying in line with compliance standards is a vital part of the business. However, keeping records and tracking regulations doesn't have to take away time from other responsibilities. With Jobscience's Hiring Logistics, all the functions recruiters need to manage a workforce across multiple locations are connected and fully integrated into the Salesforce platform.