Tools to effectively manage labour legislation

Labour risk is a huge business risk. To ensure the sustainability and profitability for of your business, labour legislation needs to be managed in a proactive manner. This ensures a working environment with reduced conflict, friction and misunderstanding, which in turn creates a structured environment respective for growth.

Herewith a few tools to assist employers in managing labour relations in their businesses:

Registration

Documentation

Employment contracts

The employment contract is the basis of the relationship between the employer and the employee. The employment contract states the terms and conditions agreed upon by both parties. Terms and conditions of a verbal agreement cannot always be proven. Therefor, the written particulars of employment in the form of an employment contract creates clarity and certainty between the employer and the employee. The employment contract also diminishes the risk of disputes arising about these terms and conditions. An employment contract is the most important document for the employer in managing labour relations. Employers must take care not to use any generic employment contract, but rather invest in the best contract for your specific industry and type of business. By doing this you protect your business and put yourself as the employer in the best possible position for the employment relationship going forward by managing possible future disputes proactively.

Displaying of legislation

All employers must display the following legislation:

• Basic Conditions of Employment Act
• Employment Equity Act
• Occupational Health and Safety Act (if you have more then 5 employees)

These Acts are easily displayed in the form of posters available for purchase at most employers’ organisations as well as the local Department of Labour.

Personnel files

Being organised will ensure that documentation regarding employees can easily be accessed when needed. A personnel file should consist of at least the following documentation:

• an employment contract
• leave forms
• disciplinary records – such as warnings issued for misconduct
• a copy of the employee’s identity document/passport/work permit
• his/her personal information and contact details

It is very important to keep this information up to date. Personnel files should be kept for three years after terminations of employment.

Payslips

• Employer’s name and address
• Employee’s name and address
• Period of remuneration
• Deductions
• Overtime worked
• Time worked on public holidays
• Amount payable to the employee
• Leave taken and leave available

Leave

By law, there are four types of leave:

1. Annual leave
2. Sick leave
3. Family responsibility leave
4. Maternity leave

Specifying the types of leave and the amount of days applicable of each, in the employment contract ensures that the employee is informed of the amount of leave he/she is entitled to. We advise employers to implement a leave policy that stipulates how and when leave must be applied for. However, take care that the policy is not less favorable than the applicable legislation which should be adhered to.  It is important to make sure record is kept of each employee’s leave, a process facilitated by a leave policy. To ensure that leave does not infringe on operational requirements of the business, leave must be approved and approval is on the employer’s discretion.Policies and rules with regards to leave should be implemented in writing and explained to the employees to ease record keeping and limit absenteeism.

Rules

Clear rules and guidelines in the workplace ensure that friction and misunderstandings are kept to a minimum, which in turn promotes not only productivity but also a positive working environment. Rules are implemented in the workplace through the employment contract and policies. The employment contract, stating the terms an conditions as agreed upon, cannot be amended without proper consultation with the employee. Therefor, the majority of rules in the workplace is implemented through policies.

A policy informs employees of the rule/s in respect of a certain topic. The employer puts these rules in place to ensure the smooth and efficient running of his/her business operations. policies are not underwritten by labour legislation, but define employer’s own rules, which must be reasonable, for the workplace, e.g. smoking, leave, the use of cell phones, etc.

The disciplinary code serves as a guideline for employer of what the appropriate sanction is for certain offences. These offences includes:

• absenteeism,
• control at work,
• strikes and industrial action,
• disorderly behavior,
• offences relating to theft or fraud and breach of confidentiality and trust,
• offences relating to housing as part of an employment agreement.

These sanctions may be adjusted depending on the circumstances and merits of each case as well as how progressive discipline should be applied. The disciplinary code also ensures that all employees are aware of the rules present at the workplace as well as the consequences should these rules be broken.

Procedures

By following the correct procedures, the employer can ensure fair labour practice and further minimise the risk of disputes. We advise employers to adopt procedures in cases of the following eventualities:

• Disciplinary hearings
• Appeal procedures
• Grievance procedures
• Termination of service
• appointment of employees
• injuries on duty

With procedures in place matter are dealt with effectively without delay. This way both the employer and employee will have a clear guideline with regards to procedural aspects.

In conclusion, no employer can afford not to address registration and have labour related documentation, policies and procedures implemented in their business. Not only does it minimise the risk of disputes and uncertainty between employers and employees, but also ensures that the most prevalent labour legislation specific to the industry is complied with.