diff --git a/src/handbook/peopleops/compliance.md b/src/handbook/peopleops/compliance.md new file mode 100644 index 0000000000..72a3a06950 --- /dev/null +++ b/src/handbook/peopleops/compliance.md @@ -0,0 +1,48 @@ +--- +navTitle: Compliance & Regulatory +--- + +# Compliance & Training (Mineral) +FlowFuse uses the Mineral Portal (accessed via Deel) to manage state-specific mandatory training. Every new PEO employee must complete a compliance track tailored to their state of residence. + +### For Admins: Managing Training Tracks +- Access: Admins are currently members of the BizOps team. +- Adding Admins: Access cannot be granted self-serve. To add a new admin, you must contact our Payroll Provider HR Resource (refer to the Vendor Sheet for contact info). + +### How to Access Mineral: +1. Log in to Deel. +2. Navigate to the People Tab. +3. Go to the Documents tab and scroll to the "Request by Deel" section. +4. Click View on "Employee handbook and required HR training." + +### Creating a Track: +1. Hover over Training > Click Dashboard. +2. In the top right, click Action > Create New Track. +3. Need help? Hover over Help > Help Center > Training Videos for step-by-step tutorials. + +## Annual Compliance Cycle +1. Verification: Each year, the BizOps Manager must email our Payroll HR contact to confirm which states require renewed training (schedules vary by state). +2. Assignment: Assign new tracks based on HR guidance. +3. Timeline: Employees are given 3 months to complete assigned courses. All training must be finalized before the end of the calendar year. +4. Employee Notification: Employees will receive an automated link to their Mineral account to complete the training. + +# Handbook Maintenance +Our Main Handbook must stay compliant as we expand our geographic footprint. + +## New State Hires +When hiring an employee in a new state, the BizOps team must: +1. Alert HR: Email our Payroll HR contact to notify them of the new state. +2. Addendum: HR will confirm if a new state-specific addendum is required. +3. Updates: BizOps will update the Main Handbook with the provided language. + +### Handbook Editing Guidelines +When the HR contact shares a template/addendum, follow these color-coding rules: +- Yellow: Fill in these sections with FlowFuse-specific info. +- Red: DO NOT REMOVE. These are legal requirements. +- Blue: Can be edited to better fit FlowFuse culture/tone. + +### Re-signatures +Significant changes to the handbook may require a company-wide re-signature. If required, coordinate with the Payroll HR contact to distribute the updated handbook to all employees for digital signature. + +## HR Resource Contact +To find out the contact information, please visit our vendor [sheet](https://docs.google.com/spreadsheets/d/1ro77wy0cRK6gpzVv_iq4vpdmbdMq61X5-tTwI_F3hXM/edit?gid=0#gid=0).