Skip to main content
Category

Recordkeeping

Forming and Following an Employment Document Retention Strategy

By Hiring, Recordkeeping, Recruiting

Your employment documentation strategy needs to address the people you hire as well as the ones that you don’t hire. Each organization should maintain a hiring file of documents generated during the recruiting and evaluation process for each position on your staff. A thorough hiring file should include the following items: Job postings Applications and resumes received Any communications with a recruiter, if one was used Interview notes Reference checks Evaluation and assessment results Applicant…

Read More

Protect Your Business from HR Pitfalls with Our Checklist for 2021

By Best Practices, Employment Law, Hiring, Policies and Procedures, Record-keeping, Recordkeeping

A smart way to start the fiscal year is to incorporate a self-evaluation of your organization’s compliance with state and federal labor laws. This simple checklist should serve as a great starting point. A few basic areas of exploration should include: For Current Employees: Do you have an employee handbook? If so, does your handbook address the following policies: At-will employment policy, nondiscrimination policy, sexual harassment policy and confidential information policy? If your business has…

Read More

Spring Cleaning? Be Sure to Maintain Appropriate Recordkeeping

By Recordkeeping

It is not only individuals who professed to getting their Marie Kondo mojo going and furiously cleaning out their spare rooms, garages and closets. Many businesses chose to use recent downtime to clean-up their workspace and their records, too. Before you round file those important HR timekeeping documents, you might want to take a moment to refresh your memory of the proper record keeping requirements as outlined by the Department of Labor: Each employer shall…

Read More

Understanding How to Complete the New W-4 Form

By Employment News, Hiring, News, Payroll, Recordkeeping

The IRS introduced a new W-4 form effective January 1, 2020 that eliminated withholding allowances. The form was redesigned to allow taxpayers to make their own calculations, especially when taking into account multiple sources of income. Employees who have furnished Form W-4 in any year before 2020 are not required to furnish a new form merely because of the redesign. However, with many employees surprised with either large tax bills or large refunds last year,…

Read More

Getting Organized? It’s a Good Time of Year to Focus on Recordkeeping and Retention

By Record-keeping, Recordkeeping

The beginning of a year always feels like a fresh start, and many of us put getting organized at the top of our resolutions list. Clearing out clutter is always a satisfying task but it’s important to know what you need to keep and what you can toss. The U.S. Equal Employment Opportunity Commission (EEOC) offers the following rules for what is expected of employers in terms of record retention, and other agencies have their…

Read More

Reporting of Company-Paid Health Insurance—and an S-Corp Reminder

By Benefits & Insurance, Best Practices, Payroll, Recordkeeping

As the year draws to a close, company personnel charged with record-keeping should collect their corporate health insurance information in preparation for W-2 and other tax form reporting. For S-Corporations (S-Corps), this information should be segregated by payments made to employees, and their spouses and dependents (which are not wages and are therefore not subject to withholding), and payments made on behalf of officers, owners or employees who own more than two percent of the…

Read More

Complying with Payroll Recordkeeping Requirements

By Best Practices, Payroll, Policies and Procedures, Recordkeeping

In the past, we have written about a variety of requirements and forms, from OSHA form to payroll and other accounting documentation. Today, we’ll cover some general guidance related to payroll recordkeeping. This task isn’t easy—although the requirements of the Fair Labor Standards Act (FLSA) are straightforward, other state and federal laws can be complicated and confusing. Additionally, most of them change from time to time. As with so many workplace laws, one principle overrides…

Read More

Family Medical Leave Act Forms Extended through 2021 – Are They Ready to Use?

By FMLA, Pregnancy Leave, Recordkeeping, Sick Leave

The U.S. Department of Labor (DOL) has announced that its Family and Medical Leave Act (FMLA) certification forms and notices are valid for three more years, until Aug. 31, 2021. (The DOL must submit its FMLA forms to the Office of Management and Budget for approval every three years to ensure the FMLA certification and notice process isn’t too bureaucratic.) In late August 2018, seven forms were certified. The DOL didn’t make any substantive changes to the forms,…

Read More

Is It Time to Retire Your Mechanical Time Clock?

By Payroll, Recordkeeping, Uncategorized

“Punching the clock” has long been a euphemism for “going to work,” since it comes from the practice of personnel “punching in” by sliding timecards into a mechanical device. Salaried employees may not need to “punch in and out,” but for hourly employees, it’s the only way to measure their time and ensure they are paid accordingly. However, older mechanical time clocks aren’t always accurate and are susceptible to “buddy punching.” Additionally, processing their time…

Read More

Complying with Payroll Recordkeeping Requirements

By Best Practices, Payroll, Policies and Procedures, Recordkeeping

In the past, we have written about a variety of requirements and forms, from OSHA form to payroll and other accounting documentation. Today, we’ll cover some general guidance related to payroll recordkeeping. This task isn’t easy—although the requirements of the Fair Labor Standards Act (FLSA) are straightforward, other state and federal laws can be complicated and confusing. Additionally, most of them change from time to time. As with so many workplace laws, one principle overrides…

Read More

This website uses cookies to ensure you get the best experience on our website.