NEW YEAR? BRING IT! Put some of that post-holiday energy into your HR process … you can make it easier to get out of the office in time to hit the gym! Here is a 7 step checklist to make sure HR is prepared for an efficient, organized, successful new year:
Step One: Review your Applicant New Hire packet.
- Replace your W4 with the newest version for 2020. Although voluntary, check to see if existing employees want to update their federal tax withholding and send them the newest 2020 W4.
- Don’t ditch your I-9 forms – they are still valid! That July 2017 revision is still authorized for use (despite the Aug 2019 expiration date), until a new form is released from USCIS. Stay tuned … ConsultStu will send a client alert as soon as a replacement form drops.
- Ensure your DOL Marketplace Exchange form (mandated by ACA) contains current group health insurance renewal information (contribution cost and eligibility) on page 2 of the form.
- Contact all third-party screening vendors (criminal background, MVR and drug testing) to verify that you are using the latest version of their disclosure and consent forms.
Step Two: Update workplace postings.
- Print and post the new 2020 Florida Minimum Wage poster.
- The Florida Unemployment poster was revised in July, make sure you have the most current Florida Unemployment poster in place for 2020.
- Check that your Workers’ Compensation poster was updated at last renewal.
- If you want to compile a full new set of mandated workplace posters, click here.
- Determine and post your 2020 holiday schedule (Christmas and New Year Day will be falling on Friday)
Step Three: Prepare to distribute W2 forms and ensure forms contain information about the Earned Income Tax Credit (most do, but good to check). By January 31, 2020, employees need to be provided EITC information from the mandatory IRS Notice 797. An alternate option is to post the notice on employee bulletin board or add payroll stuffers. Click here to download alternate distribution materials.
Step Four: Complete your OSHA 300 logs for 2019 employee injuries and illnesses. Verify all reported cases are added. Drop any entries that do not meet the criteria for recordable cases. Prepare the OSHA 300A summary for posting on February 1 through April 30.
Step Five: Review and request new certificates of insurance from subcontractors for 2020 policy renewals. If you have construction subcontractors, register for the Florida Construction Policy tracker database and add new subcontractors to your tracking list.
Step Six: Review company demographics for any new compliance implications:
- Look back at your 2018 employee count. Determine if the company had over 50 employees according to the Affordable Care Act (ACA). If so, your company was covered by “pay or play” rules in 2019 and you now need to prepare IRS form 1095-C for delivery to employees by January 31, 2020 (electronic filing to IRS due March 31st … read more).
- Count your employees for 2019. If you averaged 50 for the year (using ACA rules), your company must offer affordable, minimum value health insurance coverage in 2020 (then perform the above reporting in 2021).
- EEO-1 reporting criteria: not required if you can identify any pay period (called the “employer snapshot”) from October through December 2019, in which the company had FEWER than 100 employees. If every 4th quarter pay period contains 100 or more paid employees, you will need to register and report EEO-1 survey data by March 31, 2020.
- Does your company work as a contractor or subcontractor on federal contracts? Davis-Bacon requirements will apply.
- Does your company hire minors? Make sure a Florida Child Labor poster is displayed.
Step Seven: Ensure that your company’s internal communication channels are effective by requesting employee updates to address, mobile phone, email, and emergency contacts.
For assistance with any of these HR actions, please contact us here at ConsultStu – we can help you meet your HR goals for 2020!