Benefits By Choice

04/06/2026

Contact: [email protected] or call 540-373-2121 Ext. 2

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01/21/2026

Question: How do I calculate overtime when an employee takes PTO and gets paid for more than 40 hours in the workweek?

Answered by the HR Experts
You’re only required to pay overtime when a nonexempt employee works more than 40 hours in a workweek. Paid time the employee didn’t work—such as vacation, paid holidays, or sick leave—doesn’t count towards hours worked for overtime purposes.
A couple of examples:
If an employee takes 8 hours of sick leave on Monday, then works four 10-hour shifts on Tuesday through Friday, they would be paid for 48 hours total: 8 sick leave hours at straight time and 40 worked hours at straight time. Because the employee only worked 40 hours, no overtime is owed.
If an employee is paid 8 hours for a non-working holiday on Monday, then works five 10-hour shifts on Tuesday through Saturday, they would be paid for 58 hours total: 8 holiday hours at straight time, 40 worked hours at straight time, and 10 overtime hours for the hours worked over 40 in the workweek.
Overtime rules can vary by location, so check your state or local laws for additional requirements.

This Q&A does not constitute legal advice and does not address state or local law.
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11/12/2025

Question: Which minimum wage do we need to follow if we have employees in multiple states?

Answered by the HR Experts
This is a common question employers ask when they have people working remotely or have worksites in multiple states. The answer is simple: Employees should be paid the applicable minimum wage for where they’re doing the work, whether they’re at company headquarters, a satellite office, or in their own home.
This also means you should be sure you’re paying the applicable minimum wage when employees do work in novel locations. For instance, if you have an hourly employee who usually works in Texas but travels to California for one workweek per quarter, they’d be entitled to the relevant state or local minimum wage while there. Also keep in mind that some states and localities have differing minimum wages based on job type, such as for healthcare or hospitality workers.
In general, as with most employment laws, you should adhere to the law that is most beneficial to the employee.
Use this chart to determine the minimum wage you need to pay based on location.

This Q&A does not constitute legal advice and does not address state or local law.

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10/01/2025

Question: How do we handle open enrollment for an employee who’s out on leave?

Answered by the HR Experts
You should ensure the employee on leave get the same chances to review their enrollment options and make selections as everyone else. Here are our recommended steps:
Make sure you have updated contact information for the employee on leave so you can alert them when it’s time for open enrollment.
Send the materials or link to the enrollment platform with clear instructions and deadlines. If the leave they’re on is unpaid, highlight how their premium will be collected during that leave.
Follow up with reminders as needed, trying different contact methods if you’ve received no response.
If the employee doesn’t complete their enrollment on time, treat them as you would employees not on leave who didn’t finish the process—sending the appropriate notices and explaining what happens next.
As during any open enrollment period, the key is to communicate with your employee, so they know what to expect, what your deadlines are, and what happens when deadlines are missed. When in doubt, confirm specifics with your carrier or broker and follow your plan documents. For help [email protected]" rel="ugc" target="_blank">[email protected] or 540-373-2121 Ext. 1
This Q&A does not constitute legal advice and does not address state or local law.

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Managing a workforce requires a deep understanding of compliance laws and regulations that can vary between states and change frequently. With reliable online HR compliance support, businesses can avoid costly mistakes, streamline their HR processes, and stay compliant with evolving rules. Having ex...

09/17/2025

Question:
What is a phishing scam and how can we protect our organization and employees?

Answered by the HR Experts:
Phishing is a scam in which the attacker pretends to be a trusted person or company and uses electronic means such as emails, texts, or phone calls to steal information. Specifically, the attacker tries to trick you into handing over sensitive information like usernames, passwords, payroll data, banking information, and customer data. They often encourage you to click a link, download an attachment, or provide information—sometimes by mimicking legitimate emails you would expect to receive. A successful phishing attack can be costly, in terms of both finances and your company’s reputation.

To address this issue, your IT department will need time, funds, and resources. They’ll likely want to take a multi-pronged approach that includes installing and updating software, training employees to recognize and report phishing attempts, creating a recovery plan, alerting the organization when there’s an active phishing attack, and possibly simulating phishing attempts to test employees.

You can also protect your organization by establishing and enforcing strict processes for requesting and sending personal, sensitive, or confidential information. For instance, employees should know not to send you payroll information or login credentials over text or email.

This Q&A does not constitute legal advice and does not address state or local law.

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09/10/2025

Question: We are planning to switch to a new communications software in our office. How can we help employees navigate this change?

Answered by the HR Experts
Change always has its challenges and risks. Here are some practical tips to make this software rollout as smooth as possible:
Communicate why you’re switching to the new software and what it will improve (e.g., faster turnaround or simpler processes). When employees understand the reasons for a change and the positive effect it will have for them, they’re more likely to get on board.
Recruit employees who are enthusiastic about the change to serve as go-to helpers for coworkers who might have a harder time adjusting to the new software.
Schedule time for employees to be trained on the new software—both its basic functions and its fun features. Also consider holding hands-on training sessions with small groups to give employees the opportunity to practice and ask questions.
Share key dates for the rollout and points of contact for employees in the event they have questions or issues.
Avoid scheduling any other big changes during or close to this rollout. This helps minimize change fatigue.
Celebrate success by collecting feedback and sharing wins.
This Q&A does not constitute legal advice and does not address state or local law.

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09/03/2025

Question:
Do you have any tips for managing remote employees?

Answered by the HR Experts
Managing remote employees can pose certain challenges, but most can be overcome by making sure you’re focusing on the right things. Here are some of the practices we recommend:

Set measurable goals around quantity or quality of work, or both. Whether employees get their work done to your satisfaction is more important to your bottom line than whether they’re always at their workstation.
Ensure all the resources necessary for employees to do their jobs remotely are easily available. This includes phones, computers, extra monitors, video conferencing software, and instant messaging apps. If you need employees to have fast internet speeds, consider subsidizing the necessary costs.
Create and communicate a work-from-home policy so everyone knows what’s expected of them.
Talk regularly with employees about what’s working well and not so well. Encourage them to reach out if remote work is causing any difficulties or challenges.
Hold all meetings virtually, even if some people are in the workplace, so everyone is equally able to participate. This means having employees who are in the office log in from their individual computers and not be in the same room as their other in-office colleagues during the meeting.
Promote a good work-life balance by making sure remote employees know that when their workday ends, they’re free to truly walk away for the day. It’s easy for employees working at home to spend more time working than they would in an office environment.

This Q&A does not constitute legal advice and does not address state or local law.

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07/08/2025

Question: An employee let us know they changed their name. What documentation do we need, and what changes do we need to make?

Answered by the HR Experts
When an employee informs you that they’ve changed their name, it’s important to handle the update properly—both to show respect for the employee and to stay compliant with your recordkeeping obligations. Below are steps you’ll want to take to get their information updated in all the key places. Keep in mind that some name change documentation may take a while for the employee to receive, but you can still recognize their new name in your communications systems without official documentation.
Obtain a copy of the employee’s updated Social Security card. Use this to update their name in your HRIS and payroll system, and ensure the names match exactly.
Ask the employee to complete a new W-4. The IRS requires that the name on the Social Security card matches the name on W-4 and W-2 forms.
Update their Form I-9. While not required, the U.S. Citizenship and Immigration Services recommends keeping the Form I-9 up to date. You can easily update it by entering the employee’s new legal name into the second box of Supplement B, then signing and printing your name and writing the date in the indicated fields.
Update the employee’s benefits paperwork. If the change is related to marriage or other qualifying events, the employee may want to update elections or dependent information. This is also a good time to review and update their beneficiary forms, if applicable.
If driving is one of their job duties, request an updated version of their driver’s license for your records.
Update company phone lists, email accounts, business cards, badges, uniforms, name plates, etc. The employee’s preferred name can be used with these updates, if it’s not the same as their legal name.
Work with the employee to determine how best to communicate the name change.
You can find a sample change of information form on the AllMyHR platform. Employees can use this to alert you to a name change or other update to their personal information.

This Q&A does not constitute legal advice and does not address state or local law.

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07/02/2025

Question:
One of our employees has taken on a second job, and I’m concerned the additional work might hurt their performance or interfere with their work. Should we keep closer tabs on them?

Answered by the HR Experts:
If you haven’t had previous issues with this employee’s performance, don’t worry about them taking a second job unless or until you need to. Side jobs are common, and many people manage them just fine. You can certainly reiterate your performance expectations, whether that’s completing assignments on time, responding promptly to messages, or meeting productivity goals.

If you do start to notice a decline in their performance—such as missed deadlines, slower response times, or lower quality—address the issue with the employee at that time. A simple warning may be enough to get their performance back on track. If they don’t get back on track, follow your company’s disciplinary process or consider a performance improvement plan.

You might also consider whether your organization can offer growth opportunities that align with the employee’s professional goals. Many people take a side job to broaden their work experience or expand their network, not just for extra pay. If you can meet some of those needs internally, they may not feel the need to look elsewhere.

This Q&A does not constitute legal advice and does not address state or local law.

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06/24/2025

Question: What are some meaningful ways to celebrate an employee’s work anniversary?

Answered by the HR Experts
Recognizing a work anniversary is a great opportunity to show how much you appreciate an employee’s commitment to the success of your organization. Here are some options you might consider:
A personal note of appreciation from their manager
A video message, digital card, or physical card with messages from their team
A spotlight in an internal newsletter, intranet post, or all-hands meeting. The spotlight could include listing the employee’s name and tenure or feature recent accomplishments
Personalized gifts based on the employee’s interests and tenure
A paid sabbatical after so many years
A professional development stipend beyond what’s typically available in your organization
Whatever option you choose, consistency is important to avoid anyone feeling excluded or like they’ve been treated unfairly. You can, however, have different practices based on years of employment or type of role. You also can, and should, treat people differently based on their preferences. For instance, if you have an employee who absolutely hates public attention, a splashy call-out in a meeting might be their worst nightmare rather than a welcome form of acknowledgment. Similarly, not everyone will enjoy a case of fine wine or a gift certificate to a bookstore. Using what you know about the employee to customize their recognition will make it that much more meaningful.

This Q&A does not constitute legal advice and does not address state or local law.

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06/18/2025

Question:
Should we conduct exit interviews?

Answered by the HR Experts
It depends. Exit interviews can be valuable—but only if you’re prepared to take the feedback seriously and make changes based on that feedback.

Exit interviews can shine a light on matters that might not surface while someone is still employed. With less risk of retaliation, exiting employees often feel safer speaking freely about issues related to their work, manager, and opportunities for growth. What you learn may help you mitigate risks and better retain other employees. Plus, simply offering an exit interview can show your team that you care about their experience, even at the end of their time with your organization.

But there are costs to consider. Exit interviews take time to schedule, conduct, and review, and there’s no guarantee you’ll get useful information. Some employees will say little, preferring to leave quietly. Others will take the interview as an invitation to vent rather than provide constructive feedback. In the event a departing employee does bring a serious matter to your attention, you’ll need to devote time to addressing it.

If you have the capacity to solicit feedback and make meaningful changes, exit interviews can be valuable tools. If you don’t have the inclination, time, and resources to act on what you learn, we’d recommend skipping them.

You can learn more about exit interviews in our employee retention guide on the platform.

This Q&A does not constitute legal advice and does not address state or local law.

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