PayMaster Payroll Times - August 2023
In this edition:
New USCIS Form I-9
Are paychecks being mailed to your employees?
Fun Days in August
Waiting to be Engaged? or Engaged to Work?
Posts published in “I-9”
In this newsletter:
E-Verify goes into effect for Florida Employers
I-9 Flexibility Ends July 31,2023
Pregnant Workers Fairness Act
Labor Poster Changes
We are often asked, in regards to rehires, if a new Form I-9 or E-Verify case is required. Employers have the option of treating all rehired employees as new hires by completing a new Form I-9 and creating a case in E-Verify. This may be the best practice because you will always have your bases covered. The only downside is the time it takes to perform the possible repetitive work. If you rehire a former employee within three years of the initial execution of the previous Form I-9 but did not create an E-Verify case and receive an ‘employment authorized’ response…
On August 1, 2023, the U.S. Citizenship and Immigration Services published the latest version of Form I-9. The new version can be downloaded here: https://www.uscis.gov/i-9. Employers should begin to use this new form immediately, and starting November 1, 2023, ONLY this new version will be allowed. If your employees use PayMaster HCM to complete the Form I-9, we will update to the new version in the coming weeks. There are many big changes with this version. Wording has been changed from ‘alien’ to ‘noncitizen,’ which I always thought was weird in the first place, and the form was redesigned to…
Florida Governor Ron DeSantis signed Florida’s Senate Bill 1718 into law on May 10, 2023. This bill has a broad purpose to obstruct the flow of illegal immigration in the state and imposes some of the toughest penalties in the country. It ‘enhances’ the crime of human smuggling, which is a good thing, but imposes a new rule for employers in the state. Effective July 1, 2023, private employers with 25 or more employees, and public employers, are now required to use the federal E-Verify system to verify employment eligibility of ALL new hires. There is NO requirement to verify employees who began employment prior to that effective date. So…
The last time I wrote about Social Security Numbers (SSNs) over four years ago, it was a fun and educational piece about the history of the SSN. You can check it out at this link: https://blog.paymaster.com/a-history-and-education-about-the-ssn/ These days, the SSN has become more important than ever, and it is of utmost importance to get it right. Of course, you should always get the SSN right for compliance with the Department of Homeland Security and the IRS, but that does not always happen. The filing of state employment and unemployment taxes has become more sophisticated over the recent years by utilizing…
A question I am often asked is ‘How long must I maintain my payroll records?’, and the answer is; “it depends”. Reason being is that there are many different documents that are maintained within the payroll world by a myriad of federal, state, and local agencies, and a lots of overlap. Some people put a blanket retention policy of seven years across all documents, but in some cases as we will see, even that may not be long enough. Namely if the records are for an active employee. Let’s take a look at the more popular forms and documents, and bring some order to…
E-Verify started as a pilot program in 1997 to help employers verify the work authorization of new hires. When you have an employee complete a USCIS Form I-9, you are taking the word of the employee and the face value of the documents they provide. E-Verify allows you to confirm the provided documentation against multiple government databases. All employers must first complete an I-9 form for every new hire, within three business days of the date the employee starts work. Employers must not begin the I-9 process until after the individual is hired. The newly-hired employee jointly completes the I-9 form…