FAQS

We realized years ago that not every business has the need or budget for a full blown HR department. What you do need is an expert to answer your questions when an issue occurs! We want to protect you and your company. We work in cities and small towns, with businesses in all industries and of all sizes! CYB Human Resources was founded in Tulsa, OK in January 2015 and since then has grown to reach both coasts! If you pay people to do work for you, you need some level of HR management. You can probably do it on your own, sure! However, you could probably do heart surgery on your own as well, but we wouldn’t recommend it! Give us a call and let us be your one-stop, full-service, unbiased, fully insured, outsourced Human Resources department. We will cover your (HR) bases so you can sleep better at night!

1. Details

Can CYB help me suspend and/or terminate employees?

Yes. CYB will navigate all high risk HR and suspension and/or termination situations for your business, and coach you throughout the entire process. We’ll also make sure you have all the necessary documents and are compliant with HR policies going forward, so you don’t make mistakes that result in expensive lawsuits and potential unemployment claims.

Can CYB help me with existing government claims? business with its internal HR processes?

Yes. Your CYB HR Manager will help manage any government agency claims – unemployment claims, disability, wage and hour, EEOC, and more. We’ll also help you develop and maintain a system for managing all your internal corrective action and employee issues, so you’ll never go into a termination unprepared again.

Do I have to sign a contract?

No, you are not required to sign a contract. Our billing works month-to-month, you can cancel at anytime!

How do CYB Human Resources’ fees compare to hiring an in-house Human Resources employee?

The average annual cost of a certified, in-house Human Resources employee, based on survey data, can cost you anywhere from 40K-200K annually plus benefits, bonuses, etc. And if that seems high…the cost of not being prepared to handle a lawsuit or a discrimination claim can be even more costly! At CYB we help you Cover Your Bases at a fraction of the cost! We are able to deliver high-quality Human Resource consulting planning for less due to a few factors, including the fact that we are connected to you virtually, via email and phone, so we don’t have the same overhead associated with a brick and mortar operation. CYB offers you an HR Director’s advice at a fraction of a price! You will only pay for what you need and have pre-approved. You will consistently receive high level certified Human Resource Director advice at the click of a button or a dialing of a call. We are here for you when you need us, and will be there for you in the background to support you at any time!

How does CYB Human Resources get to know our team individually? We don’t want to just be another number!
    1. CYB believes that no business is too small to get it right the first time! We believe that every business owner should have access to real human resources and compliance support infrastructure at a price that’s less than the cost of taking your mom out to a nice dinner! Here’s how our service works: 
      1. Join CYB and tell us a bit about your company!By Providing us with your company’s background and goals in our initial questionnaire and introduction call, we can get to know you right away! We will learn from speaking with you and forming an individual relationship with you and your team in order to support you in the best possible way. 
      2. Meet with your HR Manager! Once our team of HR experts identifies any problem points, we’ll give your business our considerations for your next steps to move forward. You’ll get a call from one of our HR experts, who will review your information and create a customized plan for bringing your business up to speed. We prioritize your issues and solve your most pressing issues first. Next, we take measures to ensure you’re protected against any potential risks. We will provide you with best practices according to your company  size, industry and additional specifications. We know that Human Resources is not a one-size fits all, that is why we take the time to truly learn about you and your goals and figure out how we can help you get there!
      3. Get the CYB solution! Our team will guide you every step of the way, and answer every question to make sure your bases are covered! If you need to terminate an employee, we’ll help craft a termination meeting script, and even stay on the phone during your meeting to make sure you’re completely covered. And once you join CYB, we’ll be available for any future HR needs as long as you’re a member.
      4. Moving Forward! Bring any concerns or issues to us. You’ll never need to worry about HR compliance again.
How will CYB help my business comply with labor laws?

All CYB HR Managers stay up to date on all legal updates! CYB will make all Department of Labor regulations easy to understand, and ensure your business is compliant on both the federal and state level. Come to us with your concerns about things like wage and hour, benefits, overtime exemptions, and more. We’re here to answer all your questions by phone, email, or direct chat.

In broad terms, what does CYB do?

CYB helps clients handle many HR issues including progressive discipline, unemployment issues, employee relations concerns, sexual harassment claims, training and coaching, hiring and terminations, anything HR from A-Z. Just as a payroll company focuses on payroll, CYB Human Resources is your all-inclusive Human resources management suite. In addition, we are a team of certified HR professionals that not only will help you solve your daily HR Management issues, we will work hand in hand with you to create a customized handbook for your company, the basic building block of all-things HR! 

Is CYB right for my business?

Fortune 500 companies enjoy the benefit of expensive compliance teams and infrastructure that enables them to run their business – not their human resources processes. CYB supports businesses of all sizes in every industry with their HR compliance and termination needs, and with a range of plans starting at just $99/mo, full-service HR can be a reality for your business. Do you have full-time, part-time, or contracted employees? If so, you need an HR team to protect your business. Let CYB be your outsourced human resource team, so you can get back to work.

Is my company too small/large for CYB Human Resources?

Without knowing your specific circumstances, there is no way to be 100% sure, however CYB Human Resources has the capability to grow with you as your company grows! This was specifically put into place so that we can begin to work with you and your company at any size, and continue to help you from that point forward. We work with companies big and small, companies with no Human Resources experience and companies that have HR experience and are just looking for external support.

What are CYB’s Hours of Operation?

You can reach your CYB HR Manager directly:
Monday – Friday from 9:00 am – 6:00 pm CST. Outside of regular business hours you can access your HR Managers schedule and book an appointment to speak with them. You also have access to the direct chat feature which gives you a direct line to your HR Manager as needed. We sleep, of course! But in an emergency, you will be able to contact them immediately.

What differentiates us from another company that may focus on your Payroll and that offers you Human Resource platform?

In our experience, a Human Resource platform only will work if there is someone who has been highly trained in Human Resources using it. We at CYB offer you all of the available resources and more that may be offered by a payroll company for a FRACTION of the price.

What if I do not know much about Human Resources?

CYB Human Resources can be a good option for employees with HR experience at all levels because we offer customized programs tailored to your unique industry, company and circumstances. Whether you have zero HR experience or you have worked in the Human Resources field for years, your individual certified Human Resource Professional will help support you with any Human Resource questions or concerns you may have. With the assistance of CYB, many current Clients have said that our support and guidance has been priceless in helping large tasks seem much less overwhelming by taking it step-by-step.

What is CYB?

Cover Your Bases Human Resources is an all-inclusive full service outsourced Human Resources compliance solution for companies of any size! We will grow with you as you grow, offering you support while you continue to focus on your most important job: your company!CYB can help your business with employee conflict resolutions and terminations, federal and state labor regulation compliance, general HR guidance (from employee handbooks to job descriptions to employee agreements), and Department of Labor claims management.

Why do I need to hire an outside Human Resources firm, can’t I just figure this out myself?

There’s a lot that contributes to the overall health of your company. Put simply, the entire range of Human Resources responsibilities can be complicated. At CYB, we truly believe and have been told by our many Clients that professional guidance is the best way to stay focused on what is important and to protect your company from lawsuits. If you have an extensive background in Human Resources, you may be all set. But if you ever have any questions about hiring, terminations, corrective actions, employee relations, types of interviewing tactics, the importance of background and drug screening, management training, sexual harassment training or anything else related to your companies overall well-being, you’re in the right place!

Will CYB help my business with its internal HR standard operating procedures (SOPs)?

Yes. Our HR experts will help you create policies, easy to follow step-by-step procedures, and all required documents customized for your company – employee handbooks, onboarding packages, arbitration agreements, and more.

2. About Claims Management

I fired an employee whose wages were being garnished. Will I be sued?

Employers found guilty of discharging an employee because of their wage garnishment situation may have to reinstate their employment, and pay wages lost during unemployment. If the violation is determined to be willful, the employer may be fined up to $1000, imprisoned for a year, or both.

Under what circumstances might an employee file an EEOC claim?

If an employee can provide evidence that your business has discriminated against them because of their race, sex, age, religion, or disability, they might be able to make an EEOC case against your business. Employees who report a violation of EEO may be granted the right to sue the offending organization by the Equal Opportunity Employment Commission. If you think an employee has made or will make a wrongful discrimination claim after ending employment with your organization, contact us immediately for assistance in avoiding an expensive lawsuit that could result in the loss of your business.

What are the consequences for failing to comply with an OSHA warning?

Failure to Abate Prior Violation | Failure to resolve a violation noted in a previous inspection by the given deadline falls under the category of repeated violations, and can cost a business up to $70,000.

What are the consequences for failing to post required federal posters?

Failure to post proper safety signage is considered an other-than-serious violation. Consequences for other-than-serious violations include a maximum fine of $7,000.

What are the consequences for the improper classification of employees?

Failure to comply with the FLSA can result in employers being forced to provide up to 3 years of back-pay for employees seeking recovered wages. Additionally, businesses accused of being in violation are often audited completely. These audits often lead to expensive class action suits, which could mean a loss of hundreds of thousands for your business if you’re found to be in violation.

What does OSHA classify as a ‘serious violation?’

OSHA violations that are obvious and have a high likelihood of resulting in injury or death are categorized as serious violations. Consequences for serious violations include a maximum fine of $7,000, dependent on how dangerous the violation and how quickly the business complies upon notification.

3. HR SERVICES

Benefits Management

Proper benefits management results in lowering costs for current benefits packages, and improving benefits for employees through analysis, which results in better retention and a happier office. We ensure that your money is spent wisely in order to bring your employees the best benefit package possible. At CYB Human Resources, we take it a step further and assist you and your management team in preparing communications about employee benefits in order to fully educate without over promising.

Compensation and Performance Management

In order to keep the right personnel on staff, you need to first hire the right talent, then keep those valued employees on board as they advance in their careers. That begins with creating the right job descriptions and pay structures for each position of need. We not only ensure that descriptions are written in order to bring in the right candidates, but also so they avoid discriminatory language and other common issues. Through competitive analysis, we also educate you on the wages of specific positions in order to allow you to make realistic, competitive offers to the individuals of your choice. Our services also help you stay compliant with the Fair Labor Standards Act in deciding what positions should be salaried, and what employees deserve exempt or non-exempt status.

Once employees are hired, it’s important to reward them for a job well-done. With our help, you can develop and implement reward and recognition strategies that are customized to fit your company and each of your departments. This includes bonus and compensation structures designed to keep employees working upwards and earning more.

Contact us for help creating a system that welcomes talented individuals and creates life-long employees.

Employee and Labor Relations

In addition to proper compensation, employee retention relies on the culture and relationship you create for each individual you hire. Starting with on-boarding, we’ll assist you in creating a program that helps new hires quickly become acclimated and comfortable. We also teach your management team how to reduce employee turnover through active listening and open communication.

We also teach you how to efficiently and compliantly administer off-boarding procedures including exit interviews that help you improve your current office environment.

Other labor relations services include downsizing analysis, employee surveys and focus groups, handling negotiations with staffing agencies, and ensuring the correct

HR Strategic Planning & Administration

In order to get where you want to go, your HR policies need to be in order. Through strategic planning, we help you develop policies that align with the direction of your business. From your staffing needs, to behavioral policies, to an effective growth plan, our strategic planning services ensure that your business grows in the right direction, and that your HR department grows with it.

Organizational Human Development

The key to any business is the success and proficiency of its employees. We help you develop programs that encourage continued growth and education from individuals throughout your organization. By teaching and training your current employees, you’ll improve retention and create senior staff who live and breathe your company culture out of today’s new hires.

Payroll Solutions

We offer customized solutions to help you deal with the bear of payroll. Enlist our services to co-manage payroll, or hand the entire process off to us to allow you to focus on other mission critical duties. We’ll even help you find an affordable vendor to outsource payroll duties to. Whatever your needs regarding payroll, we’re here to help.

Recruiting and Talent Acquisition

If the right person for a specific position is particularly difficult to find, or you’re concerned with creating the bandwidth to screen, interview and make offers to candidates in addition to your normal duties, allow us to handle acquisition for you. We’ll ensure job descriptions are accurate and professional, candidates are properly screened and interviewed and offers to the right individual are correctly formatted. Don’t go without critical personnel or risk hiring the wrong candidate. Contact us for an easier, more efficient talent acquisition process.

Safety and Workers Comp

The safety of your employees should be a primary concern and objective. That begins with creating a company-wide culture dedicated to proper safety procedures. We’ll help you develop and implement a safety plan to create this culture that ensures workers receive the necessary OSHA and safety training to perform their duties. We’ll also help you institute a reporting process for safety hazards aimed at the prevention of injuries and liability issues. With proper safety policies in place, work site accidents will be minimized. Even so, we’ll help put regulations and timelines in place to keep you compliant in the event of an accident. Additionally, we’ll apply our expertise to help you keep worker’s comp insurance premiums affordable.

Sexual Harassment Training Sessions

The best practice in maintaining the best employees and reducing turnover is to ensure that all employees are being treated fairly and feel comfortable in their environment. We offer training of all types, from sexual harassment training of employees and managers to general management training including standard and legal practices regarding hiring, termination and everything in between.

Workforce Planning

As your business grows, it’s important to take a critical eye to your organizational structure to find areas with opportunities for increased efficiency and productivity. Our organization-wide analysis allows you to pinpoint the genesis of issues related to HR, payroll or common issues within each department. We’ll also reveal bottlenecks where processes are being slowed due to over-worked employees and under-staffed divisions, or show you opportunities that are being completely neglected or missed due to a lack of critical positions or skill sets.

4. Internal HR Strategy

Am I required to offer paid time off?

Employees have rights to protected time off work during qualifying personal situations, and companies risk expensive lawsuits and full audits if they fail to comply. CYB will make sure your business follows regulations and stays protected.

Are there questions that legally I am not permitted to ask in an interview?

Yes, there are many questions that are illegal to ask when interviewing a potential candidate! It is important that you ask only legal questions and be sure that your management team is trained on this process!

Can I have an employee perform duties outside their job description?

The Department of Labor does not set regulations on this – but it’s a gray area that could cost you in a termination claim. Contact us so we can discuss the specifics of your situation.

Do I need to provide an offer letter to new hires?

Though not required by law, an offer letter can help to add clarity to employer/employee agreements and act as additional defense for your business in court should conflicts arise. You don’t want to only have a verbal agreement when it comes to certain things such as salary and benefits! Offer letters can also help to set guidelines and expectations and confirm agreements between an employer and employee around role, pay, and performance goals. Proof of this agreement is an important protection for you and your business. CYB will write a customized offer letter on your behalf and help you establish an HR process, so you can avoid mistakes that may leave you vulnerable to potential issues down the line.

Do you ever deal with unemployment claims?

In order to be prepared to fight an unemployment claim, you must have documentation! Our clients defend unemployment claims at an extremely high success rate by using the CYB step-by-step process that have prepared hand-in-hand with them. The time to fight unemployment is before you terminate the employee! Not after you have already let them go.

Does my company need an employee handbook?

An employee handbook is the basic foundation for all things HR! Creating an employee handbook can be an excellent way to manage your workforce, but together we will explore whether your unique company’s goals can be best achieved through the use of other highly-effective HR tools. Your dedicated HR Manager will work closely with you and your team to gain an intimate understanding of your business, identify your goals and vision for your company, and determine whether a handbook is the best way to help your company achieve those goals, with an eye to reducing risk for your business.

How many hours per week should my employees be working?

The Department of Labor does not mandate a set number of working hours for employees over age 16. Contact us to help you set some guidelines for your team.

How should I categorize exemption status for cross-functional employees?

Appropriate exempt/non-exempt classification for employees is important, as it determines whether or not they are eligible for overtime pay in accordance with the Fair Labor Standards Act. Classification is decided by an employee’s ‘primary duties,’ which can vary widely in a small business that requires employees to work on many different tasks at once. Contact us here at CYB and we will help to ensure your business avoids an FLSA violation by assisting with a full FLSA audit!

If an employee gives two-weeks’ notice but I ask them to leave immediately, am I required to pay them the full two weeks?

Requiring early leave when an employee gives their two-week notice could qualify as an involuntary termination, which would give your former employee the right to collect unemployment benefits. The answer to this question depends completely on the circumstances – if you’re in this situation, it would be in your best interest to contact us immediately. You absolutely want a policy covering this situation as well as a standard operating procedure for the internal end!

Should I be running reference and background checks?

Yes. Although many small businesses don’t run reference or background checks on prospective hires, it’s an important precautionary measure that can protect your business, your clients, and the rest of your employees from many issues include a negligent hiring claim! Contact us at CYB for help with this and all your HR questions.

What constitutes insubordination in the workplace?

An employee can be considered insubordinate if they either disrespect, harass, or willfully disobey an order from a superior.

When must breaks and meal periods be given?

Regulations for the number of breaks that must be offered differ by state. Contact us here at CYB, and we’ll help you figure out what your team’s schedule should look like.

5. Labor & Compliance

A former employee just returned from active duty to resume employment, but they’re out of practice and not up to date with our company’s changes. Can I deny them employment?

Service members have special workplace rights in accordance with the Department of Labor, and failing to comply with them can cost you. CYB will make sure your company is following all veteran regulations, so you can stay protected from risk.

Are my workers eligible for overtime payment?

The Department of Labor requires overtime pay for covered, nonexempt employees at a rate of one and one half times their regular rate after working 40 hours in a week. the Fair Labor Standards Act (FLSA) requires overtime pay at a rate of not less than one and one-half times an employee’s regular rate of pay after 40 hours of work in a workweek. 

Can I be sued for firing an employee and replacing them with a family member?

Though workplace nepotism is not technically illegal, your circumstances around replacing an employee with a friend or family member could put you at risk of a lawsuit. Contact CYB before taking action and let us walk you through the steps to avoid litigation.

I was planning on firing an employee for poor performance, and then they notified me that they will be taking parental leave. Can I still fire them?
    1. If the employee can prove that the grounds for their termination are in violation of the Family and Medical Leave Act (FMLA), you could be at risk. Violation of the FMLA can result in a personal or federal lawsuit brought to force compliance, and fines for non-compliance. Contact CYB before taking action.
I’m a small business owner. Do I need to post any specific posters at my company?

Department of Labor regulations must be posted in place in your workplace visible to employees. To find out which posters your business needs to display, contact us at CYB. These posters are updated regularly and must be replaced with the most updated version.

My employees receive tips for their work. What is the minimum wage I must pay them?

The federal minimum wage for nonexempt employees is $7.25 per hour, but employers of employees who receive tips are only required to pay $2.13 an hour in direct wages if that amount plus the workers tips equals at least $7.25 per hour in total – and that employee usually makes over $30 per month in tips. Some tipping laws can differ by state. Contact CYB if you’re unsure how much you should be paying employees.

Should my employees be paid for sending email off the clock?

Whether employees should be compensated after hours work depends on their exemption status. Non-exempt employees must be paid time-and-one-half for all work done after hours, including communications related to work. Failure to properly classify or compensate employees can result in employers being forced to provide up to 3 years of back-pay for employees seeking recovered wages. Additionally, businesses accused of being in violation are often audited completely. These audits often lead to expensive class action suits, which could mean a loss of hundreds of thousands for your business if you’re found to be in violation.

What is an I-9 form?

An I-9 form verifies employment authorization for anyone hired in the United States. Federal law requires a completed I-9 form to be on file for all employees, and available for inspection at anytime. I-9 must be kept separate from the main employee’s file. A business can be fined thousands of dollars for violations in this area! Contact us and we will ensure that you are covered in this area! 

What is FMLA?

The Family and Medical Leave Act (FMLA) entitles eligible employees of covered employers to take unpaid, job-protected leave for specified family and medical reasons with continuation of group health insurance coverage under the same terms and conditions as if the employee had not taken leave. Did you know that the business is legally required to offer FMLA if they hear an employee may be eligible? If the company does not offer this option after becoming aware of a qualifying reason, the company may end up paying back pay to an employee.  Contact us and we will help you navigate this process if your company has over 50 employees!

What is OSHA and what regulations am I required to follow in accordance with OSHA?

The Occupational Safety and Health Administration (OSHA) mandates workplace health and safety regulations to keep businesses free of health threats. OSHA has unique guidelines for each industry and its specific safety risks. For specific questions on what your business needs to comply with OSHA, contact us.

What is the EEOC and what are the consequences for failure to comply with Equal Employment Opportunity (EEO)?

The U.S. Equal Employment Opportunity Commission (EEOC) is responsible for enforcing federal laws that make it illegal to discriminate against a job applicant or an employee because of the person’s race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), national origin, age (40 or older), disability or genetic information. It is also illegal to discriminate against a person because the person complained about discrimination, filed a charge of discrimination, or participated in an employment discrimination investigation or lawsuit.Violations of EEO can result in hefty fines, lengthy and expensive lawsuits, and even a potential loss of business. If you think an employee has made or will make a wrongful discrimination claim after ending employment with your organization, contact us immediately for assistance in avoiding an expensive lawsuit that could result in the loss of your business.

6. Termination & Employee Types

Am I at risk of wrongful termination?
    1. You may be at risk if:
      1. Your reasons for terminating are prohibited by law, such as a discrimination based termination
      2. Your reasons for terminating violated an employee’s rights, for example, terminating an employee for reporting a workplace violation
      3. You terminated an employee on leave in accordance with the Family and Medical Leave Act.
  1. In some cases, employees bring wrongful termination suits without cause, but unfortunately, your business might still be at risk. If you think an employee has made or will make a wrongful termination claim against you or your business, contact us immediately for assistance in avoiding an expensive lawsuit that could result in the loss of your business.
How much time do I have to pay a terminated employee?

The amount of time you have to pay a terminated employee the remainder of their wages depends on whether their termination is classified as voluntary or involuntary. There are different requirements based on business location regarding the last paycheck. CYB can help you make this determination, and create a compliant termination standard operating procedure that ensures your business is protected.

What is an exempt vs. non-exempt employee?

Exempt positions are excluded from minimum wage, overtime regulations, and other rights and protections afforded nonexempt workers. Employers must pay a salary rather than an hourly wage for a position for it to be exempt. All positions at your company should have a job description and an FLSA audit should be regularly done to ensure that employees are classified correctly. To qualify as exempt, as an employee must be paid a set salary of at least $455/week, be performing executive, professional, or administrative duties, or be designated as computer professionals or outside sales associates, and not be performing non-exempt duties for more than half their working hours. Failure to comply with classify exempt employees correctly can result in employers being forced to provide up to 3 years of back-pay for employees seeking recovered wages. Employees are typically classified as non-exempt if they are blue-collar or semi-skilled non-managers. Call us and let us help you with an FLSA audit and be sure you are classifying your employees correctly!

What is at-will employment?

At-will employment describes the agreement between employer and employee that states either party can end employment at any time for any reason. Dismissals classified as wrongful termination are the exception to legalities of at-will employment termination. If you are unsure as to whether your business is covered by at-will laws, contact us here at CYB to create a compliant termination plan customized for your business.

What qualifies an employee for unemployment benefits?

If a former employee can prove their termination occurred through no fault of their own, they can claim unemployment benefits. Terminated employees can typically claim unemployment benefits if:

      1. They have been laid off
      2. A change in the location of your office substantially changes an employee’s commute
      3. Workplace safety violations have been noted and not corrected
      4. Their duties have changed in a way that interferes with their religious beliefs
      5. Their hours or wages have been reduced by 25% or more
What qualifies as job abandonment?
    1. Technically considered voluntary resignation, job abandonment occurs when an employee does not show up for scheduled working hours for a number of consecutive days. In most states, 3 consecutive days of unexcused absences is considered job abandonment. If a former employee has abandoned their role at your business, contact us immediately to ensure your business is protected against any potential retribution.
When can I classify an employee as seasonal?
    1. An employee is generally considered seasonal if their set period of employment is less than six months. Improper classification of seasonal employees can result in expensive lawsuits.