HR infrastructure is the basic system a company uses to manage its employees properly and consistently. It includes workplace policies, employee records, payroll and timekeeping procedures, hiring and onboarding practices, job descriptions, performance management, leave administration, employee relations, training, and legal compliance.
MyOHR helps employers build and maintain this foundation so managers know what to do, employees understand what is expected, and workplace decisions are handled fairly, efficiently, and in compliance with employment laws.
Many employers operate with outdated employee handbooks, incomplete workplace policies, and onboarding practices that vary depending on the manager or location. This creates confusion for employees, inconsistent expectations, and increased legal and compliance risk. MyOHR helps identify these gaps and establish current, practical HR systems so policies are legally compliant, onboarding is consistent, and managers have clear guidance for handling workplace issues.
MyOHR is designed for small and growing employers that need reliable HR expertise but may not have a full internal HR department. It is also a strong fit for organizations with limited HR support, outdated policies, inconsistent practices, rapid growth, or managers who need practical guidance navigating employee issues and California’s complex employment laws.
What's Included in HR Infrastructure Services
HR infrastructure services create the foundation an employer needs to manage employees consistently, efficiently, and in compliance with employment laws. These services review how the organization currently handles its workforce, identify gaps and risks, and establish practical systems that managers and employees can follow.
Services may include:
- Employee handbook and policy development
- Required employment notices and forms
- Hiring and onboarding procedures
- Job descriptions and employee classifications
- Personnel-file and recordkeeping practices
- Payroll and timekeeping procedures
- Leave and accommodation administration
- Performance reviews, coaching, and disciplinary procedures
- Complaint reporting and workplace investigations
- Manager responsibilities and training
- Employee separation and offboarding procedures
- Compliance calendars, audits, and required updates
HR infrastructure is needed because informal or inconsistent practices may work when a company is very small, but they create problems as the organization grows. Outdated handbooks, missing documentation, inconsistent onboarding, unclear management authority, and uneven treatment of employees can lead to confusion, poor morale, wage-and-hour claims, discrimination or retaliation allegations, and regulatory penalties. MyOHR helps employers put clear, legally compliant systems in place so managers know what to do, employees understand what to expect, and the business is better protected.
Compensation Review & Guidance
Together, these services help employers make informed, consistent, and defensible compensation decisions while improving competitiveness, employee trust, and legal compliance.
- Compensation review services: A comprehensive evaluation of an organization’s current pay practices to identify inconsistencies, market gaps, compliance concerns, and opportunities for improvement.
- Compensation structure design: The development of organized salary ranges, pay grades, job levels, and compensation guidelines that support consistent pay decisions, internal equity, employee growth, and the organization’s budget.
- Pay equity audit: A structured review of employee compensation to identify unexplained pay differences and help ensure employees performing comparable work are paid fairly and consistently.
- Salary benchmarking: A comparison of the organization’s compensation levels against reliable market data for similar positions, industries, company sizes, and geographic locations.
Employee Handbook Creation & Updates
MyOHR provides practical, customized handbook services that help employers establish consistent workplace expectations, support managers, communicate employee rights, and reduce compliance risk.
- Employee handbook development: The creation of a complete employee handbook that clearly communicates workplace policies, employee expectations, benefits, reporting procedures, and legal rights.
- Employee handbook template vs. custom: A template provides standardized policies but may not reflect the employer’s actual practices, workforce, industry, or locations. A custom handbook is developed around the organization’s specific operations and legal obligations, providing clearer guidance and stronger protection.
- Employee handbook update service: A review and revision of an existing handbook to remove outdated language, address policy gaps, reflect current workplace practices, and incorporate changes in employment laws.
- State-specific handbook compliance: Handbook policies tailored to the employment requirements of each state where employees work, including applicable leave, wage-and-hour, accommodation, anti-discrimination, and employee-notice requirements.
Core HR Infrastructure & Process Design
MyOHR helps employers create HR systems that are practical for their current operations while establishing the structure needed for future growth. Clear and scalable processes improve consistency, strengthen accountability, reduce compliance risk, and help managers make better employment decisions.
- HR process design: The development of clear, repeatable procedures for managing employees throughout the employment life cycle, including hiring, onboarding, timekeeping, leave administration, performance management, discipline, complaints, and separation.
- HR systems setup: The selection, organization, and implementation of practical tools, forms, workflows, responsibilities, and recordkeeping systems that support consistent HR administration and legal compliance.
- Scalable HR processes for growing companies: HR procedures built to support the organization as it hires more employees, adds managers or locations, and faces more complex compliance requirements. Scalable processes reduce reliance on informal practices and do not need to be completely rebuilt each time the company grows.
Leave Management Administration
- CFRA compliance: Guidance for California employers administering leave under the California Family Rights Act. This includes determining employer and employee coverage, coordinating CFRA with FMLA or other available leaves, providing required notices, tracking leave usage, and protecting reinstatement rights.
- FMLA administration: Management of qualifying leave under the federal Family and Medical Leave Act, including eligibility determinations, required notices, medical certification deadlines, designation of leave, benefit continuation, leave tracking, and reinstatement obligations.
- Leave of absence management services: Comprehensive support for evaluating, documenting, tracking, and administering employee leave requests. Services may include eligibility review, required notices, medical certifications, payroll and benefits coordination, return-to-work procedures, and communication with employees and managers.
- PDL compliance California: Administration of Pregnancy Disability Leave for employees disabled by pregnancy, childbirth, or a related medical condition. Services include evaluating eligibility, managing medical certifications, providing reasonable accommodations, coordinating PDL with CFRA baby-bonding leave, maintaining applicable benefits, and managing the employee’s return to work.
MyOHR’s leave of absence management services help employers manage the strict and overlapping requirements of FMLA administration, CFRA compliance, and PDL compliance in California. Proper administration reduces missed deadlines, inconsistent decisions, interference and retaliation claims, benefit errors, and confusion for employees and managers.
FMLA administration services
End-to-end support for managing employee leave under the federal Family and Medical Leave Act. Services include confirming employer and employee eligibility, issuing required notices, managing medical certifications and deadlines, designating qualifying leave, tracking available time, coordinating benefit continuation, communicating with employees and managers, and overseeing return-to-work and reinstatement requirements.
FMLA compliance help
Practical guidance for employers facing complex or uncertain leave situations, including intermittent leave, incomplete certifications, overlapping state leave laws, attendance concerns, extensions, fitness-for-duty requirements, and possible accommodation obligations after FMLA is exhausted.
MyOHR provides reliable FMLA administration services and FMLA compliance help to ensure leave requests are handled consistently, required notices are issued on time, documentation is properly maintained, and employee rights are protected. Effective administration also reduces the employer’s risk of missed deadlines, leave interference, retaliation claims, benefit errors, and inconsistent management decisions.
California Family Rights Act compliance
Support for properly administering job-protected leave under CFRA. Services include determining employer and employee eligibility, issuing required notices, reviewing medical certifications, tracking continuous and intermittent leave, maintaining benefits, coordinating return-to-work requirements, and protecting reinstatement rights.
CFRA vs. FMLA
Although CFRA and the federal FMLA often run at the same time, the laws are not identical. California provides different or broader protections in areas such as covered family members, pregnancy disability, military-related leave, and certain definitions of a serious health condition. Pregnancy disability generally runs under FMLA and California Pregnancy Disability Leave—not CFRA—allowing an eligible employee to take CFRA baby-bonding leave after pregnancy disability leave ends.
MyOHR provides California Family Rights Act compliance guidance and helps employers correctly evaluate CFRA vs. FMLA so overlapping leaves are coordinated properly. This reduces errors involving eligibility, notices, leave tracking, benefit continuation, reinstatement, and employee communications.
PDL compliance
Support for properly managing pregnancy-related leave, reasonable accommodations, temporary transfers, medical certifications, required notices, benefit continuation, leave tracking, and reinstatement. PDL may be taken continuously, intermittently, or through a reduced work schedule when medically necessary.
Pregnancy disability leave California
ob-protected leave for an employee who is unable to work or perform essential job duties because of pregnancy, childbirth, or a related medical condition. California employers with five or more employees must provide up to four months of PDL per pregnancy when medically necessary. There is no minimum length-of-service or hours-worked requirement.
MyOHR provides practical PDL compliance assistance to help employers properly administer pregnancy disability leave in California and coordinate it with FMLA, CFRA baby-bonding leave, paid sick leave, disability benefits, and other applicable protections. Proper administration reduces the risk of missed notices, incorrect leave designations, discrimination claims, benefit errors, and reinstatement disputes.
ADA accommodations
Support for managing employee requests for reasonable workplace accommodations under the Americans with Disabilities Act and California law. Services include recognizing accommodation requests, conducting the interactive process, reviewing appropriate medical documentation, evaluating essential job duties, identifying reasonable accommodations, assessing undue hardship, documenting decisions, and monitoring approved accommodations. Accommodations may include modified duties, schedule changes, workplace adjustments, remote work, equipment, additional leave, or reassignment when appropriate. Employers should also consider accommodation obligations when an employee exhausts FMLA, CFRA, workers’ compensation, or other available leave. EEOC accommodation guidance
Paid sick leave law compliance
Assistance with developing and administering legally compliant paid sick leave policies. Services include selecting an accrual or front-loading method, determining employee eligibility, tracking balances, calculating sick-leave pay, providing required notices, coordinating state and local requirements, maintaining wage-statement records, and properly addressing protected absences. California generally requires covered employees to receive at least 40 hours or five days of paid sick leave annually, although some local ordinances require more. California Labor Commissioner guidance
MyOHR integrates ADA accommodations and paid sick leave law compliance into its leave management services because an employee’s absence may trigger several overlapping obligations. Proper coordination helps employers avoid automatic terminations, missed accommodation duties, inconsistent attendance decisions, retaliation claims, and incorrect leave balances.
Onboarding Process Development
- Employee onboarding process design: The development of a clear, consistent process for welcoming new employees and preparing them to succeed. This includes pre-hire communication, required paperwork, orientation, policy acknowledgments, job expectations, training, payroll enrollment, benefits information, and scheduled follow-up.
- New hire onboarding checklist services: Customized checklists that identify each onboarding task, responsible person, deadline, and required document. The checklist helps ensure that HR, payroll, managers, IT, and the new employee complete every necessary step.
- Onboarding compliance: Guidance to ensure hiring and onboarding practices meet federal, state, and local requirements. This may include offer letters, wage notices, Form I-9 completion, tax forms, required employee notices, handbook acknowledgments, background-check procedures, payroll setup, and workplace training.
MyOHR helps employers build an organized and compliant onboarding process that creates a consistent employee experience, reduces paperwork errors, establishes expectations from day one, and gives managers a repeatable system as the company grows.
Personnel File Management
- Employee records management: The development of a secure and organized system for creating, storing, updating, protecting, and disposing of employee records. Services may include file structures, naming standards, access permissions, document checklists, retention schedules, confidentiality procedures, and electronic recordkeeping practices.
- Personnel file audit: A systematic review of employee records to identify missing forms, outdated documents, inconsistent filing practices, improper access, misplaced confidential information, incomplete acknowledgments, and retention concerns. The audit provides practical corrective actions to address gaps and reduce compliance risk.
- Personnel file compliance: Support for maintaining employee files in accordance with federal, state, and local recordkeeping requirements. This includes properly separating personnel, payroll, medical, leave, Form I-9, investigation, and other confidential records; controlling access; following retention periods; and responding appropriately to employee requests for records.
MyOHR provides personnel file compliance, employee records management, and personnel file audit services to help employers maintain complete, accurate, confidential, and inspection-ready records. Proper file management supports consistent HR decisions, protects sensitive employee information, and helps the employer respond effectively to audits, claims, investigations, subpoenas, and employee record requests.
HR Policy Development
- Custom HR policies: Policies tailored to the employer’s workforce, industry, size, locations, culture, and operational needs. Unlike generic templates, custom policies account for applicable federal, state, and local requirements while avoiding commitments that do not match the organization’s actual practices.
- HR policy development services: Support for creating, reviewing, and updating workplace policies that reflect current employment laws and the organization’s actual practices. Services may include attendance, paid sick leave, leaves of absence, remote work, workplace conduct, harassment prevention, confidentiality, technology use, performance management, safety, and complaint-reporting procedures.
- Workplace policy writing: The preparation of clear, practical policies that explain employee expectations, manager responsibilities, reporting procedures, and how workplace issues will be handled. Policies are written in plain language so employees can understand them and managers can apply them consistently.
MyOHR provides HR policy development services, workplace policy writing, and custom HR policies to help employers establish consistent expectations, guide managers, communicate employee rights, and reduce compliance risk. Well-designed policies create a fair and organized workplace while giving the employer practical standards for making and documenting employment decisions.
Separation & Offboarding Processes
- Employee separation process: A structured approach for managing resignations, layoffs, retirements, and involuntary terminations. Services may include reviewing the reason for separation, evaluating documentation and legal risk, planning employee communications, coordinating final pay and benefits, recovering company property, protecting confidential information, and maintaining appropriate records.
- Offboarding checklist services: Customized checklists that identify every separation task, responsible person, and deadline. The checklist may address resignation or termination documentation, final wages, accrued vacation payout, benefits notices, system and facility access, company property, expense reimbursements, personnel records, exit interviews, and required government reporting.
- Termination compliance guidance: Practical HR support to help employers evaluate and carry out termination decisions consistently and in accordance with applicable employment laws. Guidance may include reviewing protected activity, leaves and accommodations, wage-and-hour concerns, prior discipline, contracts, severance considerations, final-pay timing, required notices, and the termination meeting.
MyOHR provides employee separation process, offboarding checklist services, and termination compliance guidance to reduce missed steps, inconsistent decisions, payroll errors, and legal exposure. A well-managed separation protects the organization, treats the departing employee professionally, and ensures managers understand what must be completed before, during, and after employment ends.
Why Employers Trust MyOHR for HR Infrastructure
MyOHR combines experienced HR guidance with practical, hands-on support to help employers build reliable HR infrastructure. Our professionals bring recognized HR knowledge and credentials, including SHRM-SCP, SHRM-CP, SPHR, PHR. We do more than recommend policies—we help employers create the forms, procedures, documentation, and management practices needed to make those policies work.
MyOHR supports small and growing organizations across industries such as professional services, healthcare, manufacturing, construction, education, financial services, hospitality, home care, transportation, and other service-based businesses. Because every workplace operates differently, our services are customized to the employer’s size, workforce, locations, operational needs, and level of internal HR support.
Our California-specific expertise sets MyOHR apart. California employers face some of the nation’s strictest requirements involving wages, leaves of absence, accommodations, paid sick leave, employee records, workplace safety, hiring, discipline, and termination. MyOHR helps translate these complex requirements into clear, practical HR systems that managers can follow, employees can understand, and employers can confidently defend.
MyOHR’s High-Touch, High-Service Approach
MyOHR provides personalized, responsive HR support built around each employer’s actual needs. We take the time to understand the organization’s workforce, operations, culture, management structure, and compliance challenges before recommending solutions. Employers receive direct access to experienced HR guidance—not generic answers or one-size-fits-all templates.
Our high-touch approach means we stay involved from assessment through implementation. MyOHR helps develop the policies, forms, workflows, checklists, and management tools needed to build effective HR infrastructure. We also guide managers through applying those systems to real workplace situations, so the final result works in practice—not just on paper.
With MyOHR, employers gain a trusted HR partner that is accessible, practical, and invested in their success. We provide timely communication, clear recommendations, and hands-on service to help organizations make informed decisions, maintain compliance, and manage employees fairly and consistently.
Frequently Asked Questions about HR Infrastrutcture
What does HR infrastructure include?
HR infrastructure includes the policies, procedures, documents, systems, and responsibilities used to manage employees consistently and legally. It commonly includes:
- Employee handbooks and workplace policies
- Hiring and onboarding procedures
- Job descriptions and employee classifications
- Payroll, timekeeping, and wage practices
- Personnel files and recordkeeping
- Leave and accommodation administration
- Performance management and discipline
- Complaint reporting and workplace investigations
- Manager training and HR responsibilities
- Employee separation and offboarding procedures
- Compliance audits, notices, forms, and required updates
Strong HR infrastructure helps managers follow consistent practices, protects employee rights, and reduces the employer's compliance risk.
Do small businesses need an employee handbook?
California generally does not require every employer to maintain an employee handbook. However, even a small business should strongly consider one. A handbook communicates workplace expectations, employee rights, complaint-reporting procedures, leave benefits, wage-and-hour practices, and standards of conduct.
A properly customized handbook can improve consistency and reduce misunderstandings, but an outdated or generic handbook can create additional risk. Employers should avoid copying a template that does not reflect their workforce, locations, or actual practices. Certain policies, notices, and disclosures may be required even when the employer does not have a handbook. Additionally, California employers that provide a handbook must include applicable information about Pregnancy Disability Leave.
What is the difference between FMLA and CFRA?
The federal Family and Medical Leave Act generally applies to employers with at least 50 employees within 75 miles of the employee's worksite. The California Family Rights Act applies to employers with five or more employees. Under both laws, an employee generally must have at least 12 months of service and 1,250 hours worked during the previous 12 months to qualify.
Both laws may provide up to 12 weeks of job-protected leave, and they often run at the same time—but not always. CFRA covers a broader group of family members, including domestic partners, grandparents, grandchildren, siblings, adult children, and a designated person. Pregnancy disability is excluded from CFRA and is addressed separately under California Pregnancy Disability Leave. When applicable, FMLA may run concurrently with Pregnancy Disability Leave, followed by CFRA leave for baby bonding. Employers must evaluate each request under all applicable laws instead of assuming FMLA and CFRA are identical.
How often should HR policies be updated?
California employers should review their HR policies at least once each year and update them whenever employment laws or business practices change. An immediate review may also be needed when the company:
- Adds employees or reaches a new legal-coverage threshold
- Expands into another city or state
- Introduces remote or hybrid work
- Changes payroll, scheduling, benefits, or leave practices
- Adds new technology or monitoring systems
- Experiences repeated employee complaints or policy confusion
- Receives a legal claim, agency notice, or audit request
Annual review is the baseline. In California, waiting several years between handbook updates is risky because state and local employment requirements change frequently.
Schedule an HR Infrastructure Assessment
Not sure whether your HR practices are complete, current, or legally compliant? Schedule an HR Infrastructure Assessment with MyOHR. We will review your existing policies, employee handbook, onboarding and offboarding procedures, personnel records, leave practices, performance-management systems, and other essential HR processes to identify compliance gaps and operational risks.
Employers searching for HR infrastructure consulting near me receive practical, personalized support designed around their workforce and business needs. MyOHR’s California HR compliance services help organizations understand complex employment requirements and turn them into clear policies, reliable documentation, and consistent processes managers can confidently follow.
The assessment provides a prioritized roadmap identifying what is working, what needs attention, and what should be addressed first. Schedule your HR Infrastructure Assessment today to establish a stronger HR foundation, reduce compliance risk, and prepare your organization for sustainable growth.