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Mar 02
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Can Your Company Ban Negative Attitudes?

By Employment Resources

In almost every company, you can find at least one employee who displays a bad attitude. Negative attitudes can poison the entire workplace, though, and decrease morale, motivation, creativity, decision making and productivity. In 2014, the National Labor Relations Board (NLRB) ruled that a Boiling Springs, South Carolina, restaurant owner could fire an employee who complained to customers about the company and its policies. Based on this ruling, your company can take several steps as you address negative employee attitudes, maintain a positive workplace environment and protect your company’s future.

Focus on Business Disruption

You may wish to ban negative behavior because it affects your company’s reputation. However, keep the bigger picture in mind. An employee’s negative attitude can affect morale and productivity throughout the company, cause you to lose key employees and turn away customers. You could lose income and jeopardize your company, and that business disruption gives you a legitimate reason to ban negative behavior.

Track on Behavior Not Attitude

Attitudes are difficult to measure or discipline. You can measure behavior, though, which allows you to track how the employee affects your company and then take disciplinary steps.

Write a Clear Behavior Policy

To use behavior as a reason for discipline or termination, your employee handbook must include clear language that outlines the exact behavior you will allow. Consider this example. “Our behavior standard requires all employees to maintain a positive work environment through their actions and behavior toward co-workers, management and customers.”

In this example, you focus on teamwork and address your employee’s overall attitude and mindset toward their job and the people with whom and for whom they work.

Record Specific Problems With the Negative Behavior

Be specific when addressing behavior problems. For instance, did the employee’s behavior halt progress on a project, disrupt a co-worker’s day or cause a customer to leave the store?

Document Negative Behavior

Always document negative employee behavior in case you need to discipline or terminate the employee. Include details such as who, what, where, when and how.

Screen Potential Employees

As you consider potential employees, screen their attitudes and behaviors. Discern how candidates talk about former employers, co-workers and clients as well as how they respond to you and other team members they meet. Their overall disposition, mood and emotion during the interview can indicate how they will act after they join your company.

Consult Your Attorney and Insurance Agent

While you can include behavior in your employee handbook, be sure your policy meets labor laws and can withstand unlawful termination suits. Your attorney and insurance agent can help you create a policy that protects both your and your employees’ rights as you ban negative attitudes from your company.

Mar 02
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Ways To Reduce ADA Lawsuit Risks In Your Small Business

By Risk Management Bulletin

Established in 1990, the Americans With Disabilities Act (ADA) protects disabled Americans from discrimination. The term “disabled” applies to anyone with a physical or mental impairment that significantly limits or restricts a daily life activity, and ADA laws apply in the workplace and nearly any public space. Learn more about how your small business can comply with ADA laws, protect your employees and customers, and avoid expensive and time-consuming lawsuits.

Challenges of ADA Compliance for Small Businesses

While beneficial, ADA laws change frequently. Your small business may not have the time or resources to remain updated and complaint. However, if you don’t maintain ADA compliance at all times, you could face numerous fines and lawsuits. Additionally, you lose valuable employees and customers and damage your professional reputation.

Ways to Become ADA Compliant

Your small business can become ADA compliant when you take several steps.

Assess your specific risks.

Certain structures built before early 1993 may be exempt from strict guidelines that apply to structures built after early 1993, but you will need to perform an ADA assessment no matter when your building was constructed. Your property and business could face specific risks such as non-compliant entryways, incorrect bathroom signs or shelves that are hung too high. A certified ADA specialist will assess your property based on applicable current laws. You may also hire an architect with experience in equal-access requirements to perform the assessment and suggest necessary changes.

Correct non-compliant areas.

After you have identified your specific risks, correct them. Hire an architect, contractor or other professional to make the necessary changes and secure your ADA compliance. Remember that your small business may be eligible for numerous annual tax credits and deductions that offset a portion of your renovation costs.

Beware of drive-by lawsuits.

Certain enterprising individuals may drive by your property, note ADA violations then file a lawsuit. You could then be liable for legal fees and repairs. Unfortunately, you cannot prevent drive-by lawsuits, but you can purchase adequate insurance to cover some of your losses and give you peace of mind.

Purchase adequate business insurance.

A commercial general liability policy doesn’t prevent an ADA-related lawsuit, but it does provide invaluable financial resources if you are sued. Consider purchasing errors and omissions insurance, an employment practices liability policy and umbrella coverage, too, as you protect your small business. Your insurance agent can offer additional advice on the invaluable coverage you need.

Your small business can and must become ADA compliant or you will face expensive and time-consuming lawsuits. Use these tips to secure compliance and protect your employees, customers and company. For more information, contact the Department of Justice’s ADA Information Line at 800- 514-0301.

Mar 02
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Spring Fleet Maintenance Tips That Improve Safety

By Risk Management Bulletin

This spring, add fleet maintenance to your list of chores. The right maintenance prepares your business vehicles to operate safely during the busy spring and summer months. Plus, these tips remove remnants of winter weather and prolong the life of your valuable fleet.

Inspect Brakes

Properly functioning brakes allow your vehicle to stop when necessary. Verify that the pads and rotors remain in good shape or replace them if necessary. Clean any winter salt and residue from the anti-lock braking system also.

Change Fluids

Fluids equip a vehicle’s motor to operate properly. Change the oil, flush the transmission fluid and refill the window washer fluid to protect your fleet.

Check the Belts and Hoses

Broken, cracked, softened, peeling or worn belts and hoses affect a vehicle’s performance. Now that spring is here, check all the belts and hoses under the hood and replace any that show signs of wear.

Adjust the Alignment and Suspension

Potholes and winter debris affect a vehicle’s alignment and suspension, causing it to pull to one side or vibrate. Reduce your accident risk and ensure your vehicles operate properly when you correct any alignment or suspension problems.

Rotate and Fill Tires

Because the tires enhance traction, handling and safety, rotate and fill them to the proper pressure. Verify that the tread on each tire is adequate, too.

Charge the Battery

After working hard all winter, the battery may be drained. Charge it or replace the battery if you notice that the electrical components of your vehicle operate slower than normal.

Test the Air Conditioner

A properly functioning air conditioner keeps your employees comfortable into the summer. Turn it on and ensure it reaches full blast within a short time. Recharge or repair the air conditioner if it doesn’t get cold.

Stock Supplies

Whether your employees drive company cars to make deliveries or meet with clients, stock adequate supplies. The fleet vehicles should have a first aid kit, updated registration and insurance information, and any items essential for work.

Perform a Complete Detail

Salt melts snow and ice on winter roads, but it also causes rust on a vehicle’s undercarriage. Wash your fleet vehicles carefully to remove any salt and other winter residue. Remove dirt and debris from the inside of your vehicles, too, to improve safety and visibility.

Schedule the Annual Inspection

Double check when the annual inspections are due for each vehicle, and plan those inspections.

Reduce the risk of vehicle accidents when you maintain your business fleet this spring. For additional tips, talk to your commercial auto insurance agent.

Mar 02
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Small Business Tax Season Risks To Avoid

By Risk Management Bulletin

Now that tax season has arrived, your business must address several common risks. Protect your company now and into the future when you take several steps.

Protect W-2s

The W-2 forms you supply to employees contain personal information a thief can use to steal an employee’s identity. Safeguard all the W-2s you provide by handing these forms directly to each employee or letting your team know when to expect the forms in the mail.

Additionally, counsel payroll personnel to protect W-2 details. Thieves may contact the payroll department and ask for a list of employees and their W-2 information. If someone in your company releases this information, you could be liable.

If you do discover that someone has tried to scam your business and fraudulently gain W-2 information, contact the IRS immediately.

Verify IRS Requests

Thieves may send you an email with an official-looking IRS seal. The email may promise a refund or require additional personal information and include an attachment you must open and complete. Typically, these emails and their attachments comprise a phishing scam that’s designed to deliver harmful software, malware or spam to your electronic devices.

In the stress of tax season, you or one of your employees may open these emails, but remember that the IRS will not communicate with you via an email. Feel free to contact the IRS and verify the legitimacy of any communication.

Discuss the Security of Your Accountant’s Records

Despite your best security efforts, your accountant may not employ protective measures. Discuss the steps your accountant takes to secure your information, including the data you share via email and the tax returns and information they submit electronically to the IRS on your behalf.

File Taxes on Time

Your business faces penalties and fines if you file your tax return late. File for an extension if you need additional time to compile your data and file your taxes.

Report all Income

Forget to report income, and you could face a 20 percent fine. Intentional underreporting of income could land you a fine of up to 75 percent of the total tax owed. Proper recordkeeping prevents this mistake and saves you money in the long run.

Take the Correct Deductions

Your business is eligible for numerous business deductions, including commercial insurance premiums, office supplies and travel. However, ensure the accuracy of your deductions. Auto, home office and entertainment deductions can trigger an audit, so double check that you only take legitimate deductions for ordinary and necessary business expenses.

This year, you can avoid several small business tax season risks. Follow these tips and talk to your accountant as you meet your tax obligations and protect your company.

Mar 02
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Common Payroll Mistakes That Cause Liability Concerns

By Business Protection Bulletin

Completing your payroll in-house allows your company to save money. However, mistakes could increase your liability and jeopardize your business.

Identify common payroll mistakes and then fix them as you protect your company.

Employee Misclassification

Your business may hire non-traditional workers, including freelancers, consultants and independent contractors, to perform a variety of duties. These talented individuals provide an invaluable service as they multiply your workforce while saving your money.

Because you don’t have to pay taxes on independent contractors, you may classify regular employees in this category. You will face hefty fines, though, for this misclassification. Always be careful to label employees and non-traditional workers correctly.

Missing Records on File

For each employee, you must maintain accurate and detailed records. These records prove the identity of your employees and allow you to comply with various federal and state laws.

Ensure you store several documents for each employee, including their employment application, W-4, I-9 and pay stubs. Because guidelines vary, check the applicable laws to ensure you keep the right employment records on file.

Inaccurate Information on Pay Stubs

Data entry requires precision, and it’s easy to get in a hurry or accidentally hit the wrong letter or number on your keyboard. This mistake can cause you to include inaccurate information on pay stubs.

Pay stub inaccuracies can cause costly fines and penalties. Triple check that you have the correct data on each pay stub, including the employees’:

  • Official full name
  • Social Security number
  • Payroll details such as hourly rate and hours worked
  • All taxes, deductions and contributions

Delay Payroll Filing

You spend most of your time operating your small business and handle everything from hiring employees to customer service. Occasionally, you may be too busy to file your company payroll on time.

A delay in payroll filing affects your employees and business. Your employees will express displeasure, resulting in reduced motivation, goodwill and morale. Rushing can also cause you to make expensive mistakes. Plan time each week to prioritize payroll prep to keep your employees happy and to protect your business.

Complete Payroll by Hand

When you do your payroll by hand, you touch each timecard and calculate each salary. The personal touch may be okay when you’re first starting a business, but you could easily make mistakes and will face increasingly complex calculations as your company grows.

Consider automating your payroll process. Numerous reliable options decrease errors, could reduce payroll processing costs by 80 percent and give you more time to focus on running your business.

As you complete payroll for your employees, take care not to make these common mistakes. They increase your liability and could cause expensive fines and other costs.

Mar 02
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Maintenance Tips That Protect Your Business Property All Winter

By Business Protection Bulletin

Inclement weather, high winds and cold temperatures can wreak havoc on your business property and disrupt operations during the winter months.

Take time this month to perform a few maintenance checks that protect your property for the remainder of the winter season.

Roof

Exposure to high winds and heavy snow can damage your roof and cause leaks over time. Ice dams may also form as snow and water melt and refreeze. Carefully remove any snow deposits, then inspect the roof and make needed repairs.

Heating System

Your building’s heating system may seem to work fine, but perform an inspection to ensure it is indeed operating properly. Check for and repair leaks and clean the filters. Verify that the boiler and radiators also continue to function properly, heat evenly and don’t leak as you keep your building warm.

Foundation

Runoff water around your building can erode dirt and damage the foundation. Clear out gutters and downspouts and repair any broken connections to ensure water continues flowing away from your building.

Walls

With temperature fluctuations, your building’s walls may be vulnerable to cracks, and any holes can cause expensive leaks and allow critters to crawl into the walls. Walk around the exterior of your building to identify any problem areas, and then schedule necessary repairs.

Water Pipes

Exposed water pipes can quickly freeze or burst as temperatures plummet. While you probably insulated these pipes in the fall, recheck the insulation to ensure it’s still attached and functioning properly.

Sprinkler System

Your sprinkler system protects your building from a fire but is vulnerable to cold weather. Double check that the system, including hydrants, tanks and connectors, remain properly insulated and functional.

Exterior Lighting

Winter weather may affect the performance of your exterior lighting and cause bulbs to break or fixtures to crack. Replace any broken light bulbs or fixtures as you promote safety for everyone entering your building.

Sidewalks

Cold weather can cause sidewalks to crack, which affects safety. Seal all cracks as you protect your employees, customers and guests.

Entryway

Snow and ice make entryway stairs or ramps slippery, and the salt or ice melter you apply can damage entryway flooring and carpeting. Replace worn, frayed or damaged absorbent mats in the entryway, if necessary, and continue to monitor surfaces so they remain dry and safe.

Cold temperatures and harsh weather can adversely affect your commercial property. Perform these maintenance steps and update your commercial property insurance this month as you prepare for a successful last half of the winter season.

Mar 02
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What To Do If You Make A Mistake On Your Small Business Tax Return

By Business Protection Bulletin

Small business tax return mistakes can vary from simple math miscalculations to huge deduction errors. While the tax preparer you hire will have liability insurance that covers his or her part in any filing mistakes, you must take several steps to correct the mistake and prevent your liability, too.

Amend Your Tax Return

The IRS knows that mistakes can happen, which is why they allow you to amend your tax return. Essentially, this amendment corrects any mistakes.

Find the X Form

To amend your tax return, you need to know the form number of your original return. Then find the X Form. For example, if you filed a Form 1040, look for the 1040-X. Likewise, Form 94X corrects employment taxes, and Forms W-2C and W-3C correct employee earnings and withdrawals.

Complete the X Form

Generally, you will need to print and complete the paper version of the X Form, even if you electronically filed your original tax return. The X Form includes three columns you must complete accurately.

  • Column A – amounts from the original return
  • Column B – net increase or decrease of the original amounts
  • Column C – corrected amounts

Additionally, explain the changes on the back of the form. Be thorough and accurate as you share your reasons for amending your tax return.

Include Related Forms or Schedules

Your tax return amendment may also change information on the other forms and schedules you filed. Complete corrected versions of these forms and schedules, and attach them to the amended X Form. If you forget to submit all these papers together, you will experience a processing delay.

File the Amended Form

After you complete the X Form with accurate information, mail it to the IRS. It usually takes a minimum of eight to 12 weeks for the IRS to process amended small business tax returns.

Pay Penalties

While you do want to amend your tax return and correct mistakes, realize that you may also owe penalties. Interest typically accumulates from the due date of your original return. Pay any tax you owe as soon as possible to decrease penalties.

File an Amendment as Soon as Possible

You may file an amended tax return up to three years after you filed the original return. Because your fees, penalties and interest charges increase the longer you wait, file any required amendments as soon as you realize the mistake.

When you notice a mistake on your small business tax return, you may take several steps to correct it. Take these steps as soon as possible to reduce your financial liability and protect your business.

Mar 02
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When To Contact Your Commercial Insurance Agent

By Business Protection Bulletin

Your commercial insurance policies protect your business, making your insurance agent an essential resource for your company. While you may not have your agent on speed dial, you will want to contact him or her in several circumstances.

Verify Coverage Details

You can purchase a variety of different policies for your business, and need to understand your exact coverage. Contact your insurance agent to verify which types of coverage you have and your policy limits.

Update Your Policy

When you add a vehicle to your commercial fleet, sell a piece of equipment, move to a new location, or make other changes to your business operations, call your insurance agent. These updates could affect your insurance needs, policy and premium.

File A Claim

If you need to file an insurance claim, contact your agent immediately. You may call the agent’s office, send an email or text, or fill out an online claim form on the company’s website. Remember to submit pictures, too, as you get your claim process started.

Ask Questions About a Claim

After you file an insurance claim, you may have questions about the adjuster’s findings or the settlement timeline. Feel free to contact your agent and ask any questions you may have.

Discuss Your Bill

Whether you pay your insurance bill annually, semi-annually or quarterly, you may inspect your bill and realize that you have questions about one of the charges or fees. Most insurance agents remain transparent about billing, and they can explain anything you don’t understand about your insurance charges, fees or payment date.

Pay Your Bill

If you experience any issues when you pay your insurance bill, call your agent. You may also ask for a change in the policy due date or a change in payment frequency.

Initiate an Annual Review

You should receive a notice a few weeks before your commercial insurance policy’s renewal date. Ask your agent for a meeting to renew your coverage. During this meeting, discuss details about your business and the types of insurance you need, including coverage limits and cost, as you verify that you have the right insurance for your needs.

Request a New Quote

Based on your insurance policies you purchase and your loyalty to your commercial insurance company, you may qualify for discounts or a more competitive rate. Your agent can rework your coverage limits, check for discounts and give you a new quote that meets your budget.

Throughout the year, you may wish to contact your commercial insurance agent for several reasons. Always feel free to reach out and discuss your needs as you purchase the right coverage for your business.

Mar 02
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Can You File A Workers’ Compensation Claim For A Commute Injury?

By Workplace Safety

Workers’ Compensation covers medical and other expenses if you suffer an injury or illness from work-related activities. You may wonder, though, if you can file a claim if you’re injured during your commute, especially if you carpool with co-workers or run errands for your boss on the way to work. Here are some guidelines to help you answer this question.

Understand the Coming and Going Rule

The Workers’ Compensation laws vary by state, but in general, the “coming and going rule” applies to your commute. This rule states that employees who work in a permanent location, such as an office building or factory, cannot file a Workers’ Compensation claim for injuries they suffer during their commute to their work location because they do not perform work-related tasks during the commute. However, you may experience several exceptions to the coming and going rule.

You Don’t Have Permanent Workplace

Certain employees travel to different job sites for work rather than reporting to one specific location. In this case, your travel falls under your employment duties. If you would suffer an injury while commuting to a job site, you could file a Workers’ Compensation claim.

You Drive a Company Vehicle

Your employer may provide you with a vehicle to drive to and from work. Even if you work in a permanent job location, your commute could be considered part of your job because you drive a company car. In this case, you may be eligible for Workers’ Compensation if you suffer an injury during your commute.

Your Employer Covers Travel Expenses

Sometimes, an employer will reimburse you for travel expenses, including costs associated with your commute. You may be eligible to file a Workers’ Compensation claim in this case because you receive travel expense reimbursement.

Your Employer Mandates Carpooling

Your employer may mandate carpooling for your commute because it builds team rapport, conserves parking spaces or is environmentally friendly. Because of this incentive, your commute may be considered part of your employment relationship, allowing you to file a Workers’ Compensation claim for injuries that occur as you carpool.

You do Errands for Your Employer

If your employer asks you to stop for coffee on the way to work or mail packages after work, you are performing work-related tasks even though you’re not on your employer’s premises. In this case, your commute may be covered by Workers’ Compensation.

An injury that occurs during your commute to or from work probably won’t be covered by Workers’ Compensation. You may talk to your human resources manager, though, for details on your specific accident because certain exceptions could allow you to file a claim and receive compensation.

Mar 02
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What You Need To Know About Safety Footwear

By Workplace Safety

Whether you stand all day, operate heavy machinery or handle chemicals, you need to protect your feet as you work. Several foot safety tips reduce injuries and help you maintain a safe work environment.

When to Wear Safety Footwear

Safety footwear protects your feet against numerous injuries, including punctures, impacts, electrical shock and compression. If you work in any hazardous work environment, you probably need to wear safety footwear as part of your daily uniform. Protective shoes also protect your feet if you suffer from weak ankles or other medical conditions.

Available Types of Safety Footwear

Depending on your job and preferences, you may select safety boots or sneakers. Available in a variety of styles and colors, the best safety shoes include a CSA certification and may include:

Safety-toe – features a special toe covering that protects the foot from dropped objects

Steel insole – stabilizes feet and protects them from joint and bone injuries or problems

Metal instep – provides a barrier against glass, nail and other sharp object punctures

Metatarsal protection – reduces injuries to your upper feet and internal bones

Electric protection – absorbs shock through specially made soles

Heat resistant – resists heat-related injuries

Water resistant – repels water and keeps feet dry

Nonslip – improves traction on various surfaces

Where to Purchase Safety Footwear

Your employer may provide strict guidelines and limitations about exactly which safety shoe you may wear, including where you may purchase this gear. If you can select the safety shoes you wear, check specialty footwear stores or online retailers. Because you want to protect your feet, select only the right shoes for your job and feet. Price should be secondary as you promote safety.

How to Fit Your Safety Footwear

When trying on safety footwear, ensure a proper fit.

  • Try on shoes in the afternoon to accommodate swelling that occurs naturally during the day.
  • Wear your regular work socks and any special supports.
  • Ensure ample toe room since the shoes typically do not stretch with wear.
  • Check for snugness around the heel and ankle.
  • Walk around a bit to check for comfort.

Care Instructions

Most safety footwear requires ongoing care and maintenance. Before you wear them for the first time, apply a water-resistant coating. Every day, inspect your shoes for damage, including sole cracks, leather breaks or toe cap exposure. Always replace your safety footwear if you notice signs of wear or damage that you cannot repair and after a puncture, impact or other event that may compromise the shoe.

Protect your feet at work when you wear the right safety footwear. Talk to your employer and check OSHA resources as you purchase, maintain and wear shoes that protect your feet every day.

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