- Verify minimum wage requirements for facility locations
- Set up all internal systems to reflect 2016 limits and reporting requirements
- Post new compliance posters, update required pamphlets and wage orders (if necessary)
- Record retention: Maintain necessary records and purge outdated records
- Payroll taxes and reporting for 2015 – distribute W-2s and 1099s (January)
- ACA reporting for 2015 – distribute 1095-C forms (January)
- Review employee handbooks for compliance
- OSHA Form 300A (all employers): Maintain calendar year record of all reportable injuries and illnesses incurred during the year
- Use information to prepare OSHA 300A
- Post in a conspicuous location e., lunchroom
- Ensure employee’s confidential information is maintained
- DEADLINE: post February 1st – April 30th each year
- Review budgets and staffing plans for the year
- Work with benefits broker to ensure that all filing deadlines for benefits plans and health care reform elements are met (such as quarterly disclosure notices for 401(k) plans, etc)
- Remove prior year OSHA 300 log from bulletin board (by April 30th)
- Review succession and performance plans
- Review training budgets and training calendar
- Form 5500: The instructions for Form 5500 provides details which plans are required to file Form 5500 and how to complete it
- The Department of Labor has also published a Troubleshooter’s Guide to Filing the ERISA Annual Report (Form 5500)
- DEADLINE: file annually by the last day of the 7th month following the end of the plan year (July 31st for calendar year plans)
- Summary Annual Report due to participants 9 months after the close of the Plan Year or 2 months after the due date for Form 5500
- VETS-100 form (Federal Contractors only)
- If your company is part of the VETS-100 database, you will have a VETS100 Report identification number on file
- You will receive a Notice of Filing Obligation prior to the September deadline with current reporting information
- If you do not receive this notice, or are a new Federal contractor, you may download this from their website at http://vets.dol.go v/vets100
- DEADLINE: September 30th
- Equal Employment Opportunity Report (EEO-1): Employers with 100 or more employees or federal contractors with 50 or more employees
- DEADLINE September 30th for the current year
- Prior to October 15: Medicare Part D reporting due and required creditable coverage disclosure notices to Medicare-eligible participants if the employer provides prescription drug coverage Prepare listing of company- observed holidays
- Review time off rules and accruals
- Review changes to employment policies
- Audit personnel files and records
- Prepare ACA 1095-C reporting forms for the current tax year
- Prepare ACA 1094-C Transmittal form for the current tax year
- Offer benefits to employees when eligible, including distributing Summary Plan Descriptions (within 90 days of initial coverage)
- Complete performance reviews for all employees within company’s time frames and processes
- Audit I-9 expirations and follow up as appropriate
- Provide required training as needed:
- OSHA Required safety training (annually)
- AB1825 Sexual Harassment Prevention Training to include Anti-Bullying training (bi-annually since the law went into effect in 2007, essentially every odd year ex: 2007, 2009, 2011, 2013, 2015, 2017 etc…)
- Review of Company policies done annually is recommended but not required.
- Code of Conduct
- Discrimination
- Attendance
- Discipline
- Workplace Violence
- Meal and Rest Periods