Expect the use of social security numbers by employers to be a hot topic over the next few months. The universal use of social security numbers for everything from payroll employee IDs to default computer system log-ins and the rash of identity thefts have caused privacy advocates to push for limitations. As of the first of next year in New York state, employers will be prohibited from using social security numbers for any purpose other than tax and withholding reporting. The new law specifically prohibits the use of numbers (either the full number or just the last four digits) on payroll sheets, identification tags, key cards and similar items. Presumably, this will include third-party items such as health insurance ID cards and outsourced payroll checks.

At least six other states have similar laws under consideration. It probably makes sense now to begin eliminating the use of social security numbers for any purpose.

A new study shows that workplace cultures affect the incidence of alcoholism in workers. Specifically, the study found that workers in workplaces that discouraged the use of alcohol had a 45 percent lower chance of being a heavy drinker than among employees who did not. The report suggests that drinking is a cultural norm rather than a knowledge issue; therefore, employers who are concerned about worker alcohol use should actively discourage drinking at lunch, enforce rules about drinking at work and exercise discretion in the use of alcohol at both business affairs and routine informal get-togethers. (Source: Journal of Occupational and Environmental Medicine.)

The U.S. government has reported that it intends to fill 193,000 vacated “mission critical” positions by 2008. Many of these positions are secretarial, clerical and IS user support which will compete with law firms in cities with large federal employment. Salary schedules vary by city, but the following are the starting salaries for secretarial and IS floor support positions in various cities:

A unique but rapidly growing benefit for law firm lawyers and staff is concierge-type services. Originally designed to impress summer associates, some law firms hired summer high school students to run errands such as picking up laundry, waiting in line at the post office or making bank deposits. The benefit was so popular with the partners that several firms continued the practice after the summer associates left. As one office administrator said, “It doesn’t take many enabled billable hours to pay for the program.” While most of the work involves messenger type duties, one firm reports frequent usage of the concierges to wait on hold for various forms of customer service calls, thereby freeing the lawyers to do other work. 

It sounds silly to ask but how long does someone have to not show up for work before they are terminated? In fact, there are no federal or state laws that define the point at which constructive termination occurs by failing to come to work or notifying a supervisor, and the issue can come up in benefit or unemployment eligibility disputes. Although the dollars at issue are usually not large, to avoid annoying and time-consuming hearings you may want to add a simple statement to your employee manual indicating that failure to appear at work without notification for a certain number of days (three is what most law firms seem to use) constitutes termination.