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Posts published in “Reporting”

What You Need To Know About Paycheck Stubs

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I have previously written about how to pay, when to pay, and even the method to pay employees, so now let’s look at what needs to be provided to an employee with their check (their pay stub).   Similar to my last article about when a final check is due to a separated employee, there is no Federal law which means the power to dictate is in the hands of each state.  This certainly can become confusing to a company who operates in multiple states, and the best practice here is to comply with the state that has the most requirements. We will…

Are Your Employees Mismatched? SSA is Cracking Down – Penalties May Follow

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The Social Security Administration has announced that they will begin mailing Educational Correspondence (EDCOR) notices in the middle of next year to businesses and employers who submit wage and tax statements (Form W-2) that contain name and Social Security number (SSN) combinations that do not match their records.  There are a number of reasons why reported names and SSNs may not agree with their records, such as typographical errors, unreported name changes, and inaccurate or incomplete employer records. If they cannot match the name and SSN reported on a Form W-2 to their records, they cannot reconcile employer wage reports and…

Spring Cleaning? Record Retention Guidelines to Help Clear the Clutter

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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-I-E-I EEO – Should I Be Counting Too?

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All private employers, even Old MacDonald, who are subject to Title VII of the Civil Rights Act of 1964 (as amended by the EEO Act of 1972) with 100 or more employees and have establishments located in the 50 states or DC are required to file the Standard Form 100 (aka EEO-1) on or before March 31st of each year.   This includes state and local governments, primary and secondary school systems, institutions of higher education, Indian tribes, and tax-exempt private membership clubs other than labor organizations.  Companies with centralized ownership, control, or management count all employees across all organizations to…

Death of an Employee and Wages

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The death of an employee is a difficult time for any business.  Grieving co-workers, loss of productivity, and finding and training a replacement are just a few of the factors a business will need to deal with, but one area that is often mishandled is the treatment of wages and payroll. How payroll is handled is all about timing, and I can break it down into three distinct parts. Part 1 – Wages earned and paid prior to the death For wages paid to the employee prior to the death, where the payroll check remains uncashed, a stop payment should…

Going Paperless

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Going paperless.  Some do it to save the environment, some do it to save money, and some do it to save time.  No matter what the reason, there are some things to consider when it comes to the payroll process and the payroll check. While the “check” itself becomes obsolete as many individuals go on direct deposit, it is always attached to a check stub, or as we call it, a pay statement, a detail of the employee’s wages, deductions withheld, taxes withheld, and sometimes other important information.  According to the United States Department of Labor, the Fair Labor Standards Act…

Work Related Injuries Mandatory Posting and Notification

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The Occupational Safety and Health Administration (OSHA) mandates that all employers who have more than ten employees are required to comply with the posting requirements of work related injuries. This posting is known as the OSHA 300 Log of Work-Related Injuries and Illnesses, and includes a summary of the previous year’s log of serious injiries. This information is important for employers, workers, and OSHA in evaluating the safety of a workplace, understanding industry hazards, and implementing worker protections to reduce and eliminate hazards.  The due date for this posting is February 1st, 2016 for the year 2015, and it must…

IRS Releases Final Version of the Year End ACA Forms

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This past week, the Internal Revenue Service has published the final versions of Forms 1094-C and 1095-C, and their respective instructions for tax year 2015.  These forms will be used by employers to report offers of health insurance coverage made to their full-time employees after year end.  While not much has changed on the forms themselves from the earlier draft, there has been some clarification in reporting in the final version of the instructions. Applicable large employers (ALE) must file these forms with the IRS annually, no later than February 28 (March 31 if filed electronically) of the year immediately…

EEO-1 Report Deadline Extended

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The Equal Employment Opportunity Commission (EEOC) requires certain companies over a certain size to submit a report categorizing their employees by race/ethnicity, gender, and job category. This demographic survey, called the EEO-1, is due by October 30th, which gives you an additional month from the original deadline of September 30th. Companies that meet the following criteria are required to file the report: • Have 100 or more employees; or • Have fewer than 100 employees if the company is owned by or affiliated with another company and the entire enterprise employs a total of 100 or more employees; or •…