Staying Compliant: Updating Your Human Resources Policies

Author, Jadyn Brandt, Client Communications Coordinator, Rancho Mesa Insurance Services, Inc.

In today’s rapidly changing legal landscape, it is more important than ever to ensure your company’s policies and procedures are kept up-to-date.

Updating your employee handbook is a vital step in ensuring employees are aware of new policies and understand what is expected of them.

A yearly review of your company handbook is recommended, in order to prevent a lapse in compliance. In order to streamline this process, Rancho Mesa’s RM365 HRAdvantage™ portal provides important law updates at both the state and federal level. Additionally, if you choose to build your company handbook through the HR Portal, updates to your policies will be automatically be suggested to reflect any new laws or requirements.

If you are actively reviewing your company policies or simply want to get a head start on next year’s policy changes, login to the HR portal to get your state-specific requirements. Below are a few notable California law updates:

1. California Minimum Wage Increases for 2026

On January 1, 2026 the standard state minimum wage will increase to $16.90 per hour. The minimum salary threshold for exempt employees will also increase to $70,304 per year.

Employers who fall under local or industry-specific minimum wages that are higher must comply with those rates.

2. California Publishes Required Victim Leave Notice

A new notice requirement took effect July 1, 2025 as part of California’s expanded victim protection leave law. The California Civil Rights Department (CRD) released a model notice which employers need to provide:

• To new employees upon hire

• To all employees annually

• At any time upon request

• Any time an employee informs the employer that they or their family member is a victim

Employers can also choose to create their own notice provided it meets the requirements of the law.

3. Updated California Regulations Addressing Automated Decision Systems

The California Civil Rights Department (CRD) has updated the Fair Employment and Housing Act (FEHA) regulations on FEHA to employers’ use of an automated decision system (ADS) such as an AI applicant screening tool.

The updated regulations prohibit any discrimination that results from an employer’s use of an ADS or selection criteria—even when performed by a third party system.

The amended regulations apply to employers with five or more employees and will take effect on October 1, 2025.

For questions about how to update your employee handbook in the HR portal, contact your Client Services representative.

Employers Enlist Assistance from HR Experts while Navigating Perils of COVID-19

The COVID-19 pandemic has brought a slew of unknowns to employers across the country, especially as it relates to human resources questions and Employment Practices Liability (EPLI). Rancho Mesa’s RM365 HRAdvantage™ Portal has been a favorite of our clients ever since its release in 2019. The portal continues to grow in popularity as employers face new challenges as workplace standards and employee interaction changes, almost daily.

The most popular tool in the portal gives clients access to live certified Senior Professionals in Human Resources (SPHR) and Professionals in Human Resources (PHR) advisors via phone or through the portal’s messaging tool. Not only will the HR experts answer human resources questions, they will also follow-up with written documentation of the advice so you can refer back to their recommendations.

If an effort to ensure compliance and reduce the chance of an EPLI claim, Rancho Mesa clients are reaching out to our experts for advice on how to navigate human resource issues before they turn into a legal nightmare.

A recent client inquiry included a question about: “required postings and notifications regarding COVID-19 and how to deliver them to remote employees.” The HR experts provided guidance on how to address the client’s specific situation like getting state notices to employees who are working from home.  

Another client asked “what to do if an employee refuses to come to work when restrictions are lifted.” The advice pointed to the federal Families First Coronavirus Response Act (FFCRA) and possible city ordinances or state law that may dictate how to handle the specific situation. In addition, other factors were highlighted that take into account the employee’s personal risk factors and the Occupational Safety and Health Administration (OSHA) rules for safe workplaces.

Additionally, our team is answering questions like “Can employers require employees to get tested for COVID?” or “What accommodations am I required to make for employees working from home?”

Getting reliable answers to important human resources questions quickly can mean the difference between a happy and healthy workforce, and a possible EPLI claim.

With so much uncertainty facing our clients, many have found comfort and confidence in knowing they have reliable human resources experts available to advise them as they navigate these uncharted waters. 

If you have any further questions about EPLI coverage, please contact Rancho Mesa Insurance Services at (619) 937-0164.