While many companies are powering through their December workload with the aim of meeting deadlines and targets before the year end shut-down, there is one aspect of the business that cannot be powered through without some serious attention to detail and thought. And that’s Employment Equity. The deadline for submission is 15th of January however with many company’s shutting down at this time of year, one would be wise to be mindful of the pending deadline and NOT see it as being a month away but rather sooner than you think!
December 11th 2018 saw the Department of Labour’s employment equity portal experiencing unexpected downtime. Whether this was due to system maintenance or system over-load, one cannot be sure. However it is not an unsafe assumption to make that more downtime may be experienced in the days preceding the deadline and this should be factored into your reporting timeline. It is always wise to ensure that you allow yourself plenty of time to submit your report as well as to ensure that you have covered all of the necessary requirements before you submit your report.
Equity reporting is not simply a case of capturing your EEA2 and EEA4 and pressing the submit button. All those who are involved in the process must be mindful to the roles that they play for the reporting process.
The Employment Equity process is a year-round process which must not be left to the last minute.
Here is a list of the roles and responsibilities for stakeholders:
Human Resources or Consultant – usually responsible for the submission of the report as well as year-round involvement in the Employment Equity meetings, barrier analysis, amendment of policies to include Affirmative Action measures, preparation and analysis of the Employment Equity plan and its progress in terms of the company headcount movement and turn-over. Advising and guiding the employment process to ensure that recruitment, promotions and terminations factor in the requirements of the Employment Equity plan. Be an all-around advisor and advocate for Employment Equity within the company and report-back to all other stakeholders. Assist with consultation and feed-back processes and communication of Employment Equity Issues and solutions within the company. Assist with issues arising or related to Person’s with Disabilities (PWD) within the company, verification and tracking of and assisting with issues around accommodation of PWD within the company. Be aware of all aspects of employment equity which influence policies and procedures within the company and monitor the practices within the company.
Payroll – provision of payroll reports which track and monitor the workforce profile, PWD, recruitment, promotions, terminations and income differentials.
Employment Equity Committee – Attend quarterly or month meetings diligently in order to represent the employees and issues which they may bring to the meeting on behalf of the employees. Thereafter to feedback on progress and follow up on the outcomes of any issues. To assist with the monitoring of employees turnover and movement in line with the Employment Equity plan and to advocate on behalf of employees when barriers are highlighted or they become alerted to any potential issues relating to discrimination and a fair workplace.
Senior Manager in charge of Employment Equity committee – this person must be a suitably senior within the company to have access to, or influence over the budgetary decisions resulting from the requirements of Employment Equity and affirmative action interventions. The Senior Manager for Employment Equity should communicate to line managers and senior managers regarding the requirements of Employment Equity.
CEO / Accounting Officer responsible for the verification, authorisation and submission of the annual Employment Equity report to the Department of Labour.
For assistance with your annual submissions or any other aspect of Employment Equity, contact KZNEIA.