What is the definition of an employer?

An employer is an individual or an organization in the government, private, nonprofit or business sector that hires and pays people for their work. Responsibilities of the employer include defining the terms of employment and providing agreed-upon terms, such as an employee’s salary and benefits.

Employers also act as an authority in the workplace and establish the organization’s culture. An employer can send a clear message about how employees should communicate and how the organization’s hierarchy works through their behavior and interactions.

What are the responsibilities of the employer?

As an employer, you have significant responsibilities toward your employees. These include maintaining a safe working environment, paying salaries on time and treating employees fairly. Below, you can learn about the responsibilities of an employer in more detail. 

Health and safety responsibilities of an employer

The Occupational Health and Safety Administration (OSHA) laws and standards define an employer’s responsibility to maintain a safe workplace. Understanding your health and safety responsibilities can help protect your employees’ health and well-being and prevent workplace accidents.

Your health and safety responsibilities include:

• Keeping workspaces free from serious hazards
• Warning employees about potential hazards in the workplace
• Providing the correct tools and equipment for the job, training employees to use them correctly and keeping them well-maintained
• Establishing health and safety procedures and communicating them in a way employees can understand
• Recording and reporting work-related incidents or illnesses

Treating employees fairly

Treating your employees respectfully is essential to creating a positive workplace culture. Unfair workplace practices can significantly impact your employees’ well-being and could also lead to reduced productivity and issues with employee retention. 

One of your most important responsibilities as an employer is to model professional conduct, establishing a culture of respect in your organization where everyone feels valued.

Some of the ways you can create a positive workplace culture include:

• Speaking to employees courteously
• Respecting your employees’ time away from work
• Being transparent about processes and changes that affect your employees
• Acknowledging and rewarding your employees’ achievements
• Allowing employees to have a say in decisions that affect them whenever possible
• Giving your employees opportunities to provide feedback on their workplace experiences
• Avoiding employment discrimination and addressing discrimination between employees promptly and fairly

Supporting professional development

Supporting your employees’ professional development is a key factor in ensuring job satisfaction and keeping your employees motivated. Providing ongoing training and encouraging a culture of supporting colleagues can give your employees the tools they need to grow in their roles.

Some ways to support your professional development for your employees include: 

• Hiring fair, competent and ethical supervisors to encourage and support your employees
• Providing regular performance updates to give employees a clear idea of their growth in your company and what they can do to improve
• Investing in high-quality training resources
• Mentoring new hires to help them develop the knowledge and skills they need to succeed

Following the agreed-upon terms of employment

One of your most important responsibilities as an employer is paying your employees the correct amount and on time. You should process payments on the date specified and using the payment method agreed upon in each employee’s contract. 

It’s also essential to ensure all deductions are correct, including income tax and any agreed-upon benefits. You could consider investing in payroll software or hiring a dedicated payroll manager to ensure you get your payday calculations right. 

It’s important to allow employees to use their agreed-upon holidays and sick leave as they wish. You should familiarize yourself with your employees’ legal pay rate and leave entitlements and understand the most common types of leave. 

Some of the most common leave types include:

• Federal holidays
• Time off for jury duty
• Vacation
• Parental leave
• Bereavement leave
• Sick leave

Handling employee conflicts and disputes

Employee disputes can occur in even the most positive of work environments, and employers need to have a solid plan in place to help resolve conflicts if and when they arise. 

Here are some helpful tips and strategies for dealing with employee disputes: 

• Address conflict between employees as soon as you become aware of it.
• Serve as an unbiased mediator, and allow each party to give their side of the story before concluding who, if anyone, is at fault.
• Address employee behaviors, instead of personality traits, to keep the conflict resolution neutral.
• Try to find a middle ground in which all employees involved are satisfied with the resolution, if appropriate.
• Document all discussions and actions in writing, and have all employees involved in the dispute sign and acknowledge that the issue was resolved. This process provides a record of the incident in the event of another dispute involving the same employee or employees.
• Follow up with your employees periodically to ensure the conflict is resolved.

Trends in employer-employee relationships

The relationship between employer and employee has changed significantly over the years. For example, a few decades ago, it was common for companies to establish a firm and authoritative line between employers and employees.
 
In today’s work climate, it’s more common to see an employer actively listening to their employees’ concerns and encouraging discourse. In smaller companies, an employer may share the same workspace as their employees.
 
Whether you prefer to be on familiar terms with employees or maintain a more formal relationship, it’s essential to fulfill your responsibilities as an employer to create an efficient and stable work environment. 

FAQs about the responsibility of the employer

Employers frequently ask the following questions about the responsibilities of an employer:

• What is an employer value proposition?
• What is an employer of choice?
• What is an employer’s duty to accommodate?
• Can employers inquire about the health of current or potential employees?
• Can an employer ask a potential new hire to disclose their age?
• What steps can employers take to promote a positive work environment?

What is an employer value proposition?

An employer value proposition, or EVP, describes the cultural and practical benefits of working at an organization. A compelling EVP supports a fully developed work experience, from the organization’s mission to its culture, values, opportunities and rewards. Examples include providing employees with fair compensation, training programs and healthcare benefits.

What is an employer of choice?

An employer of choice creates and upholds an optimal work environment for employees. Ensuring you fulfill the responsibilities of an employer outlined in this article can help you become an employer of choice. The following tips will help you provide an optimal work environment for your employees: 

• Respect your employees, even if you disagree with them.
• Support a satisfying work-life balance.
• Give employees job security.
• Create positive relationships.
• Empower employees by giving them responsibility.
• Use a performance culture to motivate employees.
• Be fair and perceptive to avoid preferential or unfair treatment.
• Give employees access to information about the organization.

What is an employer’s duty to accommodate?

The definition of “duty to accommodate” is providing the necessary resources and support to avoid discrimination in the workplace. For example, an employee with a hearing deficiency may require accommodations during meetings, such as a sign language interpreter or written transcripts.

Can employers inquire about the health of current or potential employees?

Employers can ask questions that help them decide if they need to make significant adjustments to an established work schedule or workspace. For example, an employer may ask how long you’ll be away from work after an operation or what they can do to make the transition back to work easier. Employers may also ask questions to determine whether a medical condition could affect the employee’s ability to do their job. If this is the case, they can consider new responsibilities or a different position in the organization to support the employee’s needs. 

Can an employer ask a potential new hire to disclose their age?

Asking a potential hire their age in an interview isn’t prohibited, as certain jobs have age requirements. For example, there are age thresholds for serving alcohol and tobacco. However, choosing not to hire someone after discovering their age could constitute discrimination. The Age Discrimination in Employment Act expressly prohibits employers from discriminating against potential hires and current employees over the age of 40. If the role has a minimum age requirement, you can avoid falling foul of age discrimination law by asking whether a potential employee is over or under the age of requirement.  

What is employer liability insurance?

Employer liability insurance is generally included with worker’s compensation policies. This part of the policy provides extra financial coverage if someone files a lawsuit due to an illness or injury caused by employer negligence. The worker’s compensation portion of the policy covers employees’ medical costs, while the employer liability portion helps cover legal expenses and settlements.