REMOTE WORKER PITFALLS FOR EMPLOYERS - pt. 2
By VICKY BROWN
Last week we talked about 5 of the 10 hidden pitfalls of having remote workers. So, let’s dive right in to the remaining 5.
SECURITY
Whenever your employee is working from someplace that isn’t your office, it expands the concern around security. Is the connection secure, are proper precautions being taken. All these concerns just get magnified when someone is remote. Think about it – what network are they using, and who and what is also on that network. Sure, their roommates may have access, but so does their DVR and television, and ROKU and who knows what else. Is their router updated with the most recent firmware? Did anyone ever bother to change the password from, well – password?
And again, this all just get magnified if they are working from someplace other than home. Does that Air B&B have a secure network?
And don’t get me started on your remote worker going home to a foreign country. Now we have to start thinking about the European Union privacy laws and similar protections in other countries. Your obligations could easily expand geometrically.
INSURANCE
The issue of insurance is complex, and crosses both the employee and employer areas. Have you extended your workers compensation policy to cover your employee’s remote locations – you know, they could hurt themselves there while they are working as easily (or actually even more easily) than they would in the office. And you will have to cover it because it would be a work related injury.
And, keep in mind, business insurance issues may be triggered by doing business in another state. You’ll have to be sure to circle round with your insurance broker on all the insurance related issues.
LICENSES
Do your employees hold licenses that are required to do their job. If so, working from a different state may impact, or in some cases even invalidate their license. It’s important that you, and they, know if there are any licensing issues around moving. And, of course, make sure all licenses remain active and up to date.
“…it’s your responsibility to supply the supplies”
TRAVEL TIME
If one day you decide that someone needs to come into the office for a vital project or to get access to a piece of equipment etc., believe it or not but that could trigger paying travel time and expenses – depending on how far away the employee now is. Again, you should review your policies to make sure you have language that protects the business.
SUPPLIES
And finally, let’s say your employee hasn’t moved someplace different (even temporarily) – nope, they are sitting at home, working away. Well, they are still using an internet and phone connection, they may still need supplies like a headset or chair – remember ergonomics, and if you don’t remember ergonomics, at least remember workers compensation!
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My point is, there are supplies they are consuming – and you should be providing reimbursement for those supplies. Whether they are supplies in the office, or supplies in the home office, it is your responsibility to – well – supply the supplies. Now, many times you can just establish a monthly or per payroll flat amount – or you may want to reimburse for actual expenses and require receipts. Either way, be prepared to cover the cost.
And just another word about furniture – because it can be kind of a big deal, and one of the larger expenses. It is absolutely in your best interest to make sure your employee is working in a comfortable way – no beanbag on the living-room floor with their laptop on their knees. That won’t cut it, and is bound to end up in a workers comp case. So make sure they have what they need to be comfortable and safe. Besides, it will also make them more productive.
OK – those are the 10 pitfalls
- Wage and hour
- Pay requirements
- Sick Leave and other time off
- Training requirements
- Business jurisdiction
- Security
- Insurance
- Licensing
- Travel pay and
- Supply reimbursement
Remember, take a look at your handbook policies and various company procedures. Get support from an HR pro or employment attorney – and adjust as necessary.
Remote working is here to stay – it’s best to get in front of the curve and adapt your business now so you don’t have to worry about what comes next.