Keeping Compliance Simple by Updating Employee Counts in the RM365 HRAdvantage™ Portal

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

Businesses are constantly changing and evolving, and that means the staff is too; whether it’s hiring new employees, or transitioning employees into different roles. No matter how the staff of a company fluctuates, Rancho Mesa’s RM365 HRAdvantage Portal™ is an excellent resource to ensure compliance in any state.

Abiding by all federal and state laws is a necessity. But the laws employers are required to follow can change based on how many employees a company has throughout the year. A reliable way to maintain compliance that may fluctuate based on company size is by keeping the employee count up-to-date.

In the HR portal, employers can update their number of employees at any time to ensure compliance when using tools like the smart handbook builder, compliance dashboard, and other features. The smart employee handbook automatically updates depending on the number of people employed at the company in a specific state.

For example, in California there are a number of employment laws that apply to employers based on the company’s number of employees.  California employers with five or more employees must provide at least five days of bereavement leave. Another example would be employers with 25 or more employees must provide school involvement leave.

There are many laws that apply to employers based on employee count. The HR portal’s Compliance Dashboards help employers quickly see what laws apply at each employee count threshold. And, since each state may have different requirements, it’s a best practice to use the HR portal to ensure you are in compliance with your state’s laws.

If a business’s employee count is not updated to reflect the accurate number of workers, the handbook generated by the HR Portal could include information that is not applicable to the employer. Or, it may exclude information that is applicable. As a result, the employer could be out of compliance even though they believed they were adhering to what was in their handbook.

If you do need to update your employee count in the HR portal, follow these steps:

1. Log into the Rancho Mesa RM365 HRAdvantage™ Portal.

2. Hover over the icon shaped like a person on the far right of your screen. This allows you to access your company settings.

3. Under “Company Settings” select “Company.”

4. At the bottom of the “Primary Location Information” section, enter the “Number of employees at this location.” This doesn’t need to always be the exact number, but try to be as accurate as possible, especially when your employee count is close to a threshold that may trigger a law to apply.

5. Be sure to save your changes by clicking the “Save Settings” button on the right side of your screen.

Once you’ve updated your employee count in the HR portal, it’s a best practices to review the employee handbook for any policy changes that require approval. At the beginning of the year it’s also best to review the handbook and address any policies that have changed based on laws that go into effect January 1st. 

Note, there will be an orange number next to each section that requires your attention. Click on the policy alert to review the change and select “Accept Policy Change.” Once the changes to your policy have been accepted, your employee handbook will be updated and compliant. Please make sure to review each update carefully, in order to ensure you are adhering to the changes within your organization.

Now that your employee handbook has been updated, make sure to distribute it to all employees to ensure they have the latest version.

Remember, it is important to update employee counts regularly to ensure HR compliance at every stage. A number of other HR resources are available for businesses of all sizes through the RM365 HRAdvantage™ Portal.

Rancho Mesa Insurance Services, Inc. Honored with Best Practices Agency Designation for Eighteenth Consecutive Year

Rancho Mesa Insurance Services, Inc., has been awarded by the Independent Insurance Agents & Brokers of America (Big “I”) as a Best Practices Agency for the eighteenth consecutive year.

This prestigious recognition is given to an elite group of agencies that undergo a comprehensive analysis of their methods, practices, and financials to determine who is the best in the industry. Out of approximately 35,000 independent insurance agencies in the U.S., 2,600 were nominated and only 235 were selected this year for this distinction. In California, Rancho Mesa stands out as one of a select few agencies to earn the Best Practices status.

To qualify, an agency must first be nominated. Following the nomination, it must submit detailed financial and operational information, which is then analyzed, scored, and ranked objectively based on operational excellence, including outstanding customer service, growth, stability, and financial management. Each agency must be among the 35-45 top-performing agencies in its revenue category to be awarded Best Practices status.

The data collected from these Best Practices independent insurance agencies is studied and used to establish benchmarks, enabling other agencies to measure their performance and adapt their businesses based on the best practices guidelines established through the study.

“This award is incredibly challenging to achieve, and I am immensely proud of our team's sustained efforts. Congratulations to everyone at Rancho Mesa for your dedication and hard work,” said Dave Garcia, President of Rancho Mesa.

Each year, the Big “I” publishes its "Best Practices Study," which includes financial and operational data collected from agencies across the United States. The 2024 Best Practices Study will be available later this year and will feature a list of all the Best Practices Agencies by state, as well as the study's results.

To learn more about what it takes to be a "Best Practices Agency," visit www.independentagent.com/best-practices.

HR Portal Releases New Personalized Tools for Managing HR Compliance

Author, Megan Lockhart, Media Communications and Client Services Coordinator, Rancho Mesa Insurance Services, Inc.

The RM365 HRAdvantage™ portal has recently been updated with new HR Compliance features that Rancho Mesa clients can use to manage federal and state regulations based on their company size and location.

A new HR Compliance Dashboard grants visual data and information for better HR management. The interactive chart shows federal and state regulations relevant to each individual company such as OSHA Recordkeeping, Equal Employment Opportunity, and the Family Medical Leave Act.

Additionally, new HR Compliance Insights provide recommendations that companies can take action on to improve their compliance. This is especially useful if an organization adds a new location or increases their employee count.

The HR Compliance Dashboard and Insights can both be found under the “HR Compliance” dropdown on the top left of the blue menu bar. You can login to view the HR Compliance Dashboard and My Insights User Guide provided by the HR Portal. 

For more information about the features Rancho Mesa offers clients in the HR portal, contact your client services coordinator.

Video: Lead the Way in 2022

Rancho Mesa’s annual video highlighting the company’s theme for the year premiered at the company-wide virtual kick-off meeting on January 14, 2022.

Whether your organization’s specialty is building our community’s infrastructure or molding our communities’ character and well-being, Rancho Mesa is here to lead the way in 2022.

© Copyright 2022. Rancho Mesa Insurance Services, Inc. All rights reserved.

Transcript

Through our workers’ compensation Key Performance Indicator dashboard, we’ll provide the data and analysis your organization’s leadership needs to make informed business decisions.

Minimize the impact of workers’ compensation claims on your organization using our in-house claims advocacy service and ensure your employees get the care and respect they deserve throughout the process.

Our innovative technology platforms and personalized approach to risk management ensures you have the right tools and expertise when you need them.

Build confidence that your business is in compliance with the latest legislative requirements with our smart employee handbooks. Get personalized expert advice from live human resources professionals when you need help navigating the ever-changing labor market.

Our RM365 HRAdvantage™ portal is your one-stop-shop for managing your human resources.

Establish a safety culture with our Risk Management Center. Show your employees their well-being is most important to you and directly affects the overall health of the organization. 

Your dedicated client services coordinators will guide your team on a path to risk management, pointing out best practices along the way for generating OSHA logs, and implementing effective training programs.

Stay informed with StudioOne™, our safety and risk management network. Listen to interviews with industry leaders on your favorite podcast platform. Gain access to safety and risk management experts at our workshops and webinars. Tune in for on-demand video tutorials and training classes that fit your schedule.

Your Rancho Mesa team is here to walk you through managing your risks.

Join us, we’ll lead the way.

Developing solutions, building trust, protecting clients - one relationship at a time.

Rancho Mesa Earns “Best Practices Agency” Designation for 15th Consecutive Year

Author, Lauren Stumpf, Media Communications and Client Services Coordinator, Rancho Mesa Insurance Services, Inc.

Rancho Mesa Insurance Services, Inc., a leading Southern California commercial insurance brokerage, has been recognized by the Independent Insurance Agents & Brokers of America (Big “I”) as a Best Practices Agency for the fifteenth consecutive year.

Of the roughly 35,000 independent insurance agencies in the U.S., only about 120 are chosen each year for this distinction.

In order to participate, an agency must first be nominated by the Big “I.” Then, it must submit detailed financial and operational information which is analyzed, scored, and ranked objectively based on operational excellence, including: outstanding customer services, growth, stability, and financial management. The top agencies in six revenue categories are included, notified and deemed "Best Practices Agencies."

Each year, the Big “I” publishes its "Best Practices Study" using financial and operational data collected from agencies throughout the United States. The 2021 Best Practices Study will be available later this year. It will include a list of all the Best Practices Agencies by state and the results of the study.

To learn more about what it takes to be a "Best Practices Agency," visit www.independentagent.com/best-practices.

About Independent Insurance Agents and Brokers of America

The Independent Insurance Agents & Brokers of America (Big "I") is a national alliance of more than a quarter million business owners and their employees who offer all types of insurance and financial services products. For more information, visit www.independentagent.com.

Travelers Shares Best Practices at Fleet Safety Webinar

Author, Emily Marasso, Media Communications & Client Services Coordinator, Rancho Mesa Insurances Services, Inc.

As many people start to head out of their homes and back to the office, the roads have become much busier than we’ve seen during the height of the pandemic. Distractions are at a high and people are out of practice.  Implementing a Fleet Safety program for your business can significantly lower the risk of accidents and cost of claims. Thanks to Travelers, our clients got an inside look on Fleet Safety best practices at our Thursday, May 13, 2021 webinar.

Jose Pineda, Senior Risk Control Consultant, walked the webinar attendees through developing a comprehensive fleet safety program.

The Fleet Safety webinar is part of the RM365 Advantage Safety Star Program™. If you are interested in achieving your Safety Star, register today.

Rancho Mesa’s StudioOne™ Podcast Publishes 100th Episode

Author, Lauren Stumpf, Media Communications and Client Services Coordinator, Rancho Mesa Insurance Services, Inc.

StudioOne™, Rancho Mesa’s media productions team, is very excited to announce the publishing of the Safety and Risk Management podcast network’s 100th episode!

In January 2020, the podcast originally launched as a way for industry professionals to share safety and risk management knowledge with their peers. What started out as the release of one to two episodes a month, soon became two episodes a week. StudioOne broadened their audience and began recording weekly industry news insights, law updates, and episodes to get to know the Rancho Mesa team and industry partners.

The 100th episode is close to Rancho Mesa’s hearts because it discusses how the podcast came to life, the motivation to start interviewing guests, how we are able to record, edit, and release content, and even includes some fun behind the scenes content.

Rancho Mesa could not do this podcast without our team, carrier partners, and listeners like you. We want to thank our sponsors Berkshire Hathaway Homestate Companies, CNA, CompWest, ICW Group, Nationwide, Sentry, and Zenith for believing in Rancho Mesa and supporting our efforts to educate our clients and community.

Subscribe to the StudioOne™ Safety and Risk Management Network podcast on your favorite platform to never miss an episode. Episodes can also be listened to from your computer by visiting the StudioOne webpage.

Rancho Mesa Named CompWest Southern California Agency of the Year

Author, Lauren Stumpf, Media Communications and Client Services Coordinator, Rancho Mesa Insurance Services, Inc.

Rancho Mesa Insurance is thrilled to announce that we have been named the CompWest Southern California Regional Agency of the Year!

“We are excited and honored to be recognized with this prestigious award by CompWest,” commented Dave Garcia, President of Rancho Mesa. “I know CompWest works with many other agencies, so to be singled out and given this award really means a lot to me and speaks to our outstanding business partnership with them.”

Gene Simpson, Regional President of CompWest, agrees with Dave, “you’ve built an amazing agency and truly set the bar for partnership.”

Thanks to all of CompWest Insurance Company. Here's to a great 2021!

About CompWest Insurance Company
CompWest Insurance Company is a dynamic provider of workers’ compensation insurance in California and select Western states, targeting customers in health care, hospitality, manufacturing, professional services, retail and wholesale services and construction. To learn more, visit compwestinsurance.com.

Give New Life to a Stale Employee Handbook

Author, Alyssa Burley, Media Communications Manager and Client Services Manager

The employee handbook may seem like a stale document; created years ago that rarely is read. However, that is a misconception. An employee handbook is meant to be  a living document that communicates an employer’s expectations to employees. It can illustrate the company culture. Whether it spells out a dress code or a telecommuting policy, the employee handbook also includes information that is required by state and federal law. So, it’s imperative for employers to make sure their employee handbooks are up to date and compliant.

The employee handbook is an essential tool, used not only to outline policies, but as a way to solidify company culture. According to a 2019 TalentLMS study, 61 percent of new hires are not trained on company culture. So, if your company is obsessed with safety, the employee handbook should reflect an emphasis on safety policies. If your company values a work/life balance for its employees, make sure to include the policies that support your philosophy.  Glassdoor found that 87 percent of employees want their employer to support a healthy balance between work responsibilities and personal commitments. 

So, in order to assist employers in developing and maintaining state and federal-compliant employee handbooks, in 2019, Rancho Mesa launched its RM365 HRAdvantage™ Portal (HR portal). It’s designed to be a one-stop shop for human resources advice and guidance to assist businesses in effectively managing their HR responsibilities.

The Living Employee Handbook builder in the HR portal allows employers to quickly develop state and federally-compliant employee handbooks while allowing for customized policies that are specific to individual companies.

In a recent usage report, Rancho Mesa found that over forty clients had already created at least one new employee handbook in the HR portal. These employers decided to generate a new employee handbook, to take advantage of the automated federal and state law update notifications; thus, their employee handbooks are now living documents that continue to evolve as regulations change. With a click of the “Approve” button, their employee handbook verbiage updates to stay in compliance.   

Before incurring the cost of hiring an attorney or HR firm, try using the Living Employee Handbook builder to generate your state-specific federally-compliant employee handbook. If your old employee handbook hasn’t been updated within the last twelve months, it’s time to generate a new Living Employee Handbook. 

To learn how to generate a living employee handbook through Rancho Mesa’s RM365 HRAdvantage™ Portal, register for our webinar.

Becoming a Star in Safety Just Got Easier

Author, Emily Marasso, Media Communications Assistant, Rancho Mesa Insurances Services, Inc.

Rancho Mesa’s RM365 Advantage Safety Star™ program is designed for supervisors, foremen, safety coordinators and upper management and now it’s even easier to become a Safety Star with our updated program.

To earn the RM365 Advantage Safety Star in Construction Safety, complete the required Incident Investigation and Analysis online module plus two additional approved modules. The modules can be completed 100% online over six months. The certification is valid for two years.

Previously, when assigned a training for Safety Star in Construction Safety program, you would have to watch the trainings and then take a quiz separately. Now, the quizzes will be available to complete right after the video trainings has ended. This will help to streamline the program, make it easier to complete in a timely manner and get more of you on your way to becoming a star in safety.

If you are interested or would like to register your employees for the RM365 Advantage Safety Star™ program, please reach out to Emily Marasso at emarasso@ranchomesa.com.