Car and Home Office Policies and Allowances

Q: Two questions:

1. Does your company pay for any employees to have a home office (especially sales and marketing)? If so, what is generally paid for? Internet, land line, computer, printer, office supplies? Cell phone?
2. Do you have a car policy? If so, is it a car allowance? Can you share that amount? Do you pay gas receipts or mileage?

A: Download all of the responses on the Car and Home Office Policies.

English Communication Skills training

Q: We are looking to provide English language communication skills training to a few of our foreign nationals. Training potentially focusing on conversation and presentation skills, in addition to firming up comprehension and enunciation skills. Does anyone have a preferred vendor for such training?

A: Below is the list of providers along with any comments received:

• San Diego State University - Will tailor a program to your needs.
• Nancy Peritz of Communicate (619) 640-6623 www.communicatesandiego.com. Their primary business is focused on the scientific & business community to help employees who are not native English speakers They come to your place of business so it's more flexible.
• Laura Darius, of Darius Communications. Specializes in helping foreign nationals communicate better here (619) 446-5641.
• San Marcos College - Local university extension courses
• For those who are more self directed in their study: http://tinyurl.com/3n6dxy8.

FSA Administration

Q: We are considering a move from our current FSA Administrator (WageWorks) for 2012.
It would be very helpful if you would share the below information with me as I search for other administrators to consider:

• Current FSA Administrator:
• How long has this company administered your FSA?
• Your company's size:
• What does your current FSA Administrator do best?
• What feedback do you receive from employees on this FSA Administrator?
• Do you recommend this FSA Administrator? Why or why not?

A: Thank you for responding to our FSA vendor survey. Here is a summary of the information that was provided.

HRIS & Payroll Systems for small growing firm

Q: I am consulting with a small (65 employee) firm that will be growing moderately over the next year or so. We would like to transition from our current system which is strictly payroll to having both HR and payroll functionality. I would love to hear any feedback on such systems that you may have encountered for similar size companies.

A: A few people responded recommending ADP and Paylocity (a few each for both) and one response for Ulti-Pro/Workday. Paylocity does seem to be getting very positive ratings though from those who are utilizing it.

Project Management Classes in S.D.

Q: I'm doing some research on Project Management classes in the general San Diego area and maybe LA. I'm wondering if anyone has a class they are taking in the near future or sites that I should check out. Thank you very much and have a great day.

A: Download the responses.

Looking for 800 Hotline vendors

Q: We are looking for vendors for 800 hotline / whistleblowing numbers. Do you have any recommendations as well as companies to stear away from?
A: Ethics Point (www.ethicspoint.com) and The Network (www.tnwinc.com) were recommended.

Alcohol on-site at company events

Nine of you responded to my question regarding serving alcohol at company events.
Two of the nine said no alcohol is allowed on company premises. Alcohol is served at the holiday party, but drink tickets are usually used to control the quantity. I didn't find out if employees can purchase alcoholic beverages, but I assume they can.
The rest of you said that you have alcohol (usually wine and beer) at special on-site events (occasional Happy Hour, All Employees' Meetings, etc.) You had strict controls including 1-2 drink tickets per employee, small quantity available, and short time period 1-2 hours. One company reminds employees that this is a privilege and if it is abused, it will be stopped.
Thanks for all of your responses.

HR, IT and Finance organizational structure

Q: We are in the process of budgeting our headcount for 2011 and I'm hoping you can share the following information:

• Size of Company Private/Public
• # of Employees/Titles for the following departments:
• Finance/Accounting Dept.
• IT Dept.
• HR Dept.

A: Download the "HR, IT and Finance organizational structure" spreadsheet.

Pro-rating Merit Increases

Q: We are conducting a brief survey regarding practices around pro-rating merit increases and bonus payouts for individuals who have been on a Leave of Absence (LOA) during the review or bonus period.

Merit Increase Pro-Ration:

1. Do you pro-rate for employees who have been on a LOA during the prior review period?
2. If yes, do you pro-rate the merit increase based on total days on leave vs. days at work?
3. Do you pro-rate for some groups of employees but not for others? (i.e., exempt vs. non exempt)
4. If you pro-rate and you use some other calculation, please briefly explain your “rule”.

Bonus Pay Out Pro-Ration:

1. Do you pro-rate for employees who have been on a LOA during the prior bonus year?
2. If yes, do you pro-rate the bonus payout based on total days on leave vs. days at work?
3. Do you pro-rate for some groups of employees but not for others? (i.e., exempt vs. non-exempt)
4. If your pro-rate, and you use some other calculation, please briefly explain your “rule”

A: Download spreadsheet of the responses.

Sign on bonus pay back clause

Q: Can anyone provide your pay back clause for offer letters that include a sign on bonus?

A: Sign-On and Retention Bonus Wording for Offer Letters sample text:
"You will also be provided with a < $ > sign-on and retention bonus at the time you commence your employment. Subject to all applicable federal and state withholding taxes, the full amount of the bonus will be advanced to you at the time you receive your first paycheck, however, it shall be actually earned on a pro-rated basis over the first year of your employment with the Company. In the event that you voluntarily resign, or are involuntarily terminated “for cause,” within twelve (12) months of the date on which your employment begins, you agree to re-pay Synteract, the unearned, pro-rated portion of this sum, pursuant to the terms stated herein. Should you have any questions regarding the tax implications of such an advance or any part of your compensation, you should consult with your own tax advisor."

Health Reimbursement Accounts - HRA's

Q: I would like to do a quick survey on whether or not anyone has experience with HRA's.
 How have you set your particular plan up? 
Do your employees enjoy this plan?
 Pros? 
Cons? 
Answers to any of these questions would be appreciated as we are thinking of going this route given the expected increase to our current HMO/PPO Medical plans.

Responses:
1) I just completed open enrollment and our Aetna HMO/PPO went up 14% and Kaiser up 16%. Luckily all our other plans cost remained the same. Like you, I will need to reassess for next year which will likely be a higher co-pay plan with some benefit take-aways.

2) For 2010 plan year, we added a high deductible plan ($2,000 for single, $4,000 family) along with a health savings account (H.S.A.) and the premiums were substantially lower. We incentivized employees by having a company contribution (varied by single or family) to the H.S.A. to cover part of the deductible. The HDHP is a good option for those who use the plan a lot since it covers all medical at 100% after the deductible is met. We did not consider an H.R.A. though. We have Blue Shield and also an H.M.O. and a P.P.O. Call me if you want more information.

3) This will be year two for us on a fully consumer driven healthcare platform. We have both HRAs and H.S.A.s. Has been a very successful program for us and reduced costs both for the company and for employees dramatically. Employees were resistant at first due to the unknown but have mostly embraced it now. Key success factors in my opinion are to do a full replacement (employees won't elect it otherwise - too different) and lots and lots of clear education and communication. Lastly, it works best with a true wellness focus and supporting initiatives.

IT Consulting Companies

Q: Do you know of any IT Consulting Companies that you would be willing to refer. Have any of you ever used LAN Solutions and have any comments?

A:
I am familiar with LAN Solutions as I have at least two clients I can think of who use them. I understand they are very professional and their computer experts are excellent. I have also heard that they are reasonably priced for the service they provide. I have not heard a negative thing about them. I feel comfortable recommending them.

I could not glean from the note the type of IT consulting they were seeking but if it is network assistance as 'LAN Solutions' implies, we use SIGMAnet and Logicalis today, and have been reasonably happy with their ability to be price competitive and deliver projects on time. Both companies have solid 'GOLD' premiere level relationships with CISCO and HP, if that this the platform of choice.

Hepatitus B Survey

Q: We are evaluating our current blood borne pathogens vaccination program (i.e. Hepatitis B) for regular and temporary staff. We’d like to hear from our peers with people working in an environments with similar risk for this survey. Specifically:

• Do you require temporary employees be vaccinated for Hepatitis B (for example) OR require that they sign a vaccination waiver or Declination form as a condition of being placed with your Company?
• If yes, what is your requirement for verification of vaccination?
• If vaccination is required for placement, who pays for the vaccinations?
• Do you require the agencies your company works with to communicate information about your Company’s Hepatitis B vaccine program prior to placing their staff with your company?
• Do you require the agencies your company works with to provide safety training surrounding Hepatitis B prior to placing their staff with your company?
• Do you require regular employees be vaccinated for Hepatitis B (for example) OR require that employees sign a vaccination waiver as a condition of being hired?
• If vaccination is required for employment, does your company pay for the vaccinations?
• If vaccination is required, what department administers and monitors the program?
• Does your Company offer Hepatitis B vaccination to all regular employees, or to just those with potential exposure?

A: Download the Hepatitus Spreadsheet for responses.

Travel Agency Recommendation

Q: I'm looking for a good local travel agent/agency, mostly for international travel. If you have an individual or company with whom you have worked and have been satisfied, would you please pass their contact details on to me?

Responses:

• We have been with Balboa for several years ... all their reps are awesome, and we are extremely happy with their service. Contact Skip Bath (account executive) sbath@balboa.com to set up for VIP Corp Travel or Tel 1.800.359.8773.
• Several of our clients including Santarus, Ista and Cadence use Travel 
Dynamics. I think they are sure worth a call. Wendy Burk 
CEO Travel Dynamics Group Inc 
7590 Fay Ave, Suite 204 
La Jolla, CA 92037. Phone: 858-551-4000 
Fax: 858-551-4025
• I have worked with Travel Dynamics in La Jolla for 20 years. Wendy Burk is the CEO. 858 551 4000. They are terrific! www.TravelDynamicsGroup.com

Pay for company sponsored events

Q: My query is in regards to payment to employee for company sponsored events. I'm interested in policies that employers follow for a non-work related "fun" event, such as a summer picnic which takes place on a regularly scheduled day. Specifically, it would be extremely beneficial to learn if companies pay (or otherwise incentivize) employees who are unable to attend these events (due to work schedules and coverage needs). Of course this would apply to hourly ee's only (we have a large % of our ee's are non-exempt), but this being the case, any employers out there who provide an incentive to exempts who must work during co events? We have a healthcare type of environment which requires support of Mgrs/Exempts and non's during these events, and would like to get some help from you and the community on how others manage this.

A: All respondents have stated our policy to be beyond what they do or have encountered, however, our organization is different than most as we are a 24/7 and have a large population of non-exempt ee's. Most respondents told me that they do not pay for employees to attend company social events. None pay a shift differential, and (1) provides gift cards to employees who work during company events. Typical response "We have 2 annual employee events and we don't do any sort of pay for those who cannot attend, or have to work. We agree that every year we would make sure the one's who didn't attend the last event could be free to attend the next one." Another response: "We do not provide additional incentives for employees to attend company wide events; usually the free food and alcohol is enough of a draw:)"

English as a Second language for Scientists

Q: We have several scientists who have requested help with adapting their English to the business environment. English is not their native language. Have any of you had success in providing that type of resource or support?

A: UCSD Extension offers a number of ESL courses. We have sent quite a few of our postdocs/scientists for various courses. It has really helped them immensely. There are most times noticeable improvements in their speech and written communication. Click to download the UCSD flyer.

Holiday Closure Survey 2010

Q: How many BEDC-member companies are planning a holiday shutdown for the week between Christmas and New Year's 2010? Here's the info from last year (2009):
Of those who are closing, the vast majority are requiring employees to use vacation or PTO for at least three days that week (Dec 29-31). A few companies will be open again on Friday, January 2nd, but most who are closed that week are closed for the entire week.
42 total responses:
22 yes | 20 no | 1 maybe
Please add your comment below!

Recommendation for Tradeshow Booths & Materials

I just wanted to post a recommendation for Jason Lethert at Skyline San Diego. They provide all sorts of services related to tradeshow marketing. I've worked with Jason and he's terrific.

Jason Lethert
Marketing Consultant
jason@skylinesandiego.com
Ext.858-552-9033 ext 318
f.858-552.8237
6455 Weathers Place, San Diego, CA 92121
www.skyline.com | www.skylinesandiego.com

Compensation Consultant - Equity Analysis

Q: We are looking to hire a consultant to educate our Board on equity options, pros/cons etc. Does anyone have a company, and contact information, that you think is worth recommending?

A: Thanks for the great feedback. Download CompensationConsultants.xls for all of the responses.

Recruiting/Headhunter firm

Q: I'm looking for recommendations for an east coast recruiting firm (or maybe nationwide) that specializes in pharmaceutical positions, specifically in sales?

A: Thanks for the great responses! Download EastCoastRecruiters.pdf for all of the results.