6 Compliance Solutions Every Multi-Location Enterprise Needs

Managing compliance adherence requires attention to detail and presents a challenge for all organizations. The complexity grows rapidly for enterprise-level companies operating in multiple locations. Leadership must pivot to meet regulations — including cybersecurity and worker safety laws — in overlapping jurisdictions.

Choosing a compliance solution specifically tailored for businesses with over 30 locations can reduce legal risks. It can also create trust between management and staff, improving churn rates. Making one poor decision can ripple through an entire organization, so leadership must build consistency company-wide.

6 Compliance Solutions For Multi-Location Enterprises

HR professionals, business owners and compliance managers are often stretched thin trying to avoid risky situations and ensure compliance. Your staff can help your company grow to new levels, but you must adhere to people-focused compliance measures, company-wide data privacy and licensing needs. Understanding what solutions make the most impact is crucial.

Factors like customer testimonials, frequent updates and value were weighed to determine which services are most beneficial to organizations. A leading service provider was chosen for each category.

1. Labor Law Posting Compliance

A sometimes overlooked compliance category that HR can easily rectify is displaying and updating posters in employee areas. Federal, state, and local governments mandate various labor law posters on employee rights, minimum wage, and worker safety within employees’ eyesight.

Each site must be kept up to date, and laws can vary from location to location. Since regulations frequently change as new rules emerge, failing to keep posters in place can result in fines or lawsuits. When you manage over 30 sites, manually updating each location is impossible.

Your best bet is to partner with an adviser, offering the posters you need and ensuring you meet legal requirements. By delegating the task of updating labor law posters to a third party, you know you have the most current and accurate state-specific posters. The investment pays for itself by avoiding costly penalties.

The Top Choice for Labor Law Posters

Poster Compliance Center is a trusted partner who often works on compliance solutions for businesses with 30+ locations, offering automatic updates anytime a law changes. The member portal is easy to learn and can help HR staff maintain labor law posters at all locations. It provides a team and monitoring to ensure ongoing compliance.

The company sends replacement posters or stickers each time something significant changes. It offers a $41,000 warranty to protect against potential fines and guarantee that it’ll keep you up to date.

2. Employee Handbook and HR Policies

Your employee handbook outlines leadership’s expectations for employees, outlines employment rules and helps protect individuals and the corporation against costly legal disputes. Each handbook must follow employment regulations for the area where the branch is located.

Businesses must maintain consistent policies across locations to remain consistent and not discriminate. HR must ensure each employee receives a copy of the most current handbook. Digital copies are an ideal solution because HR leaders can make changes on the fly and distribute them to employees.

State-mandated regulations vary. In California, the law requires private employers to provide paid sick leave. In Indiana, employers can set their sick leave policies. At the same time, certain-sized companies in the United States fall under the federal rules around the Family and Medical Leave Act.

The Top Choice for Digital Handbook Platforms

Consider using a third-party platform to ensure your employee handbook complies with current regulations. This approach saves time by keeping policies up to date and facilitates distribution to employees, with records of all updates.

The best service for a digital handbook platform is Blissbook. It offers a mobile-friendly template so you can import policies to build an attractive digital handbook. The program integrates with an HRIS or Active Directory and will track legally binding electronic signatures. The pricing structure is upfront, with a package price based on the number of employees and compliance needs.

3. Payroll and Tax Compliance

Whether HR handles employee payroll or the company has an accounting department, utilizing an online service speeds up payments and gives you tools like direct deposit and on-demand pay stubs. States have their own overtime requirements and tax regulations. While some rules are similar, the fine nuances can get a company into legal trouble, especially if they operate across state lines or in different nations.

The best services walk alongside you and ensure you classify employees correctly and withhold the funds needed to pay employment, Social Security and Medicare taxes. Partnering with a service that tracks payments and ensures you file on time is crucial. A reliable solution will automatically update calculations and timing based on changes in tax or labor laws. This reduces the workload for overburdened HR and finance departments.

The Top Payroll Solution

With over 75 years in the industry, ADP is a well-known leader in the payroll and compliance sector. With adaptable global technology, they can help you adhere to regulations in any state in the U.S. and internationally. In addition to fast and accurate payroll and tax solutions, ADP offers integrated features for tracking time and attendance.

ADP’s SmartCompliance can be customized to suit business needs. Whether you want to ensure you’re following federal FMLA regulations or handling wage garnishment requests, the customizable technology suits the needs of businesses in different states.

4. Data Privacy Laws

Keeping up with GDPR, CCPA or HIPAA regulations may seem straightforward for smaller brands with a single location. However, keeping up with the added personal data and ensuring information remains private becomes harder once your company expands.

When you keep employee and client files in more places, you create multiple access points for hackers to attack. IT infrastructure may vary from one location to the next. Remote and hybrid employees access the system from different jurisdictions and with machines that may not be as secure as you’d like. Without oversight, a single mistake can create a ripple effect and result in costly fines.

In addition to an in-house IT team, investing in ongoing digital cybersecurity and monitoring is wise to protect employee details. Artificial intelligence (AI) continues to grow and become more sophisticated. Cybercriminals also use it to trick unsuspecting employees and hunt for weak spots where they can enter your databases.

The strongest line of defense you can enact comes from compliance management platforms with data privacy and cybersecurity as part of the protections. You want a provider that offers encryption, monitoring and incident response.

The Top Monitoring Software

Bitsight helps teams find exposures and stop them in their tracks. Utilizing the power of AI mapping, the service creates strong security frameworks and continuous oversight to find potential vulnerabilities before they become breaches.

When you create database integration across multiple locations, you may miss vulnerabilities that risk your organization. Bitsight gathers intelligence from underground forums and monitors activity based on the intel.

5. Training and Certification Compliance

Industries have their own compliance measures, sometimes regulated by laws and other times by an industry standard. For example, you may have to train employees on workplace safety to meet OSHA criteria. The medical industry requires companies to fully understand and comply with HIPAA and the right to privacy.

Unfortunately, inconsistent training across locations can destroy employee confidence in leadership’s authority. Untrained or confused workers may ignore protocol and do things their way, leading to issues where they break regulations.

One solution is to turn to a learning management system (LMS) and utilize training modules to train management and employees in proper etiquette. An LMS is a central repository for training modules. HR gets a dashboard to see which employees completed training and identify areas that need attention.

The Top LMS System

TalentLMS allows companies to create courses in minutes rather than hours. Using AI-generated content, the platform lets users prompt a few things and complete a course on almost any topic. It offers a library of ready-made courses you can tweak to match your company’s needs. The platform provides a HIPAA Compliance Essentials course. It details HIPAA compliance, protected patient information and cybersecurity measures.

6. Occupational Safety

Protecting your employees is more than setting HR policies or embracing excellent payroll systems. You must also consider workplace safety and the well-being of your staff. OSHA sets regulations that companies must adhere to. States may also have various mandates about safe work environments.

Managing dozens of sites means one may have warehousing safety protocols, while another requires an entirely different set of standards. Ensuring the proper documentation is available to report incidents is crucial, but establishing and sharing safety guidelines is a top way to prevent accidents.

The Top OSHA Safety Platform

Each company has unique needs, so the type of OSHA safety service required will vary. Finding the best help means assessing challenging areas and adopting new systems.

For OSHA noise audits, choose a respected company like Shoebox to monitor on-site conditions and generate reports. Built for 1910.95 compliance, the product is a portable testing system with secure records.

Future-Proof Your Compliance Across Locations

When multi-location enterprises prioritize compliance, they avoid expensive fines and show their reliability to employees and customers. Select the compliance solutions that are most applicable to your industry and can be integrated with current systems.