If you are in HR, you’re no stranger to compliance management, forms, and deadlines—though keeping them all in order may be a different story. We want to be sure you are equipped with the right information to keep everything on track throughout the year, from ACA to FLSA.

That is why we put together the HR compliance calendar, to bring you an important list of dates and deadlines you need to know to keep your workplace on track.

In this month’s compliance calendar, you will find the key topics to keep your Company up-to-date including employee awareness and required or recommended training.

*NEW: Monthly Compliance Calendar Consultations – As a client of Guardian HR you already know how valuable it is to receive assistance from your dedicated consultant but did you know you also have a compliance consultant available to you as well.  We will review your overall HR practices and procedures and set you up on a 12-month compliance agenda where you will have monthly meetings with your compliance consultant who will help you implement our recommendations. Ask your Dedicated Consultant to get you started with your Compliance Consultant today.  There’s no additional cost.
  • Not applicable to HUB100 or GHR Hotline Clients

Holidays

  • Juneteenth – Saturday, June 19th

Important Dates and Deadlines for this Month

June 30

  • End of Q2, calendar year. *

Topics to Discuss and/or Review

1.Review Employee hours and wages. For clients with access to the Forms Library, references to this section can be found in the folder, “Compensation and Payroll.”

  • Check to see if Company is complying with federal, state, and/or local laws for minimum wage requirements.  For clients with access to the Forms Library, see the document, “Minimum Wage Rates by State and Municipality” in the “Compensation and Payroll” folder.
  • Make sure working time is being documented and discuss with employees if any discrepancies exist. (Check time waiting, on-call, standby time, comp time, traveling on the job, etc.)
  • Review any time rounding policies (if applicable)
  • Ensure employees’ schedules, hours, work weeks and shifts are clearly defined.
  • Ensure FLSA and State compliance for employment of minors. (State laws vary).
  • Review employees’ commissions pay (if applicable).
  • Check for tip compensation and reporting requirements.
  • Check if any changes in commission or wages are necessary in light of COVID-19 (For clients with access to the Forms Library, references to this section can be found in the folder, “CORONAVIRUS” and the Documents, “Coronavirus (COVID-19) Pandemic Change in Sales Commission Structure Letter” or “Coronavirus (COVID-19) Pandemic Wage-Reduction Letter” “Hazard Pay and Incentives” “Hazard Pay Policy”).

 

2. Review Overtime compensation. (State laws vary). For clients with access to the Forms Library, references to this section can be found in the folders, “Compensation and Payroll” and “Overtime.”

  • Ensure non-exempt employees are being compensated according to applicable federal, state, and local laws.
  •  Determine if any wage orders apply to overtime pay or if the Company has established an alternative workweek.
  • Review any applicable industry-specific Wage Orders for the Company’s compliance.

 

3. Review employees’ classifications. For clients with access to the Forms Library, references to this section can be found in the folder, “Exempt vs. Non-Exempt.”

  • Ensure employees are correctly designated as exempt or non-exempt under FLSA.
  • Ensure compliance for full-time and part-time determination under the standards of the ACA, (full-time is an average of 30 hours in a workweek).
  • Determine what types of employees the company has. (i.e., if any temporary, seasonal, on-call, etc.).
  • Make sure Independent contractors’ (ICs) are appropriately classified. Certain States, like California, have different rules, please check for your state. For clients with access to the Forms Library, references to this section can be found in the folder, “Exempt vs. Non-Exempt.”

 

4. Review Meal and Rest period policies. For clients with access to the Forms Library, references to this section can be found in the folder, “Breaks.”

  • Check any state regulations.
  • Ensure employees are receiving the appropriate rest and meal periods.
  • Review the Company’s policies, (i.e., are meal and rest periods paid, can employees leave the premises during meal and rest periods?)
  • Check State law for any required Lactation Accommodations. For clients with access to the Forms Library, references to this section can be found in the folder, “Lactation Accommodation.”

 

5. Review wage overpayment procedure (State laws vary). For clients with access to the Forms Library, references to this section can be found in the folder, “Compensation and Payroll.”

  • Ensure that overpayment recoup does not bring employee’s paychecks below minimum wage.
  • Check State law for types of overpayments that have restrictions (i.e., mathematical, or clerical errors)
  • Check State law for notice requirements for overpayment recouping. Does the State require authorization before recouping overpayment amounts? Is there a specific amount of time the Company can make the deduction based on an error (i.e., 90-days)?
  • Edit Payroll Overpayment Acknowledgement form or Payroll Overpayment Acknowledgement – Repayment Installments, if necessary.

 

6. Review any other types of pay for compliance. For clients with access to the Forms Library, references to this section can be found in the folders, “Compensation and Payroll”, “Termination”, and “Vacation, PTO, Holidays.”

  • Does split-shift premium apply?
  • Does call-back or reporting pay apply? (State laws vary).
  • Do employees receive Holiday Pay?
  • What are the state’s regulations for payment upon Termination? (State laws vary). Does this include Vacation pay? For clients with access to the Forms Library, see the document, “Final Wage Payment Requirements by State and Municipality” in the “Termination” folder.
  • Does the Company payout Vacation/PTO at year-end?
  • Does the Company have a “use it or lose it” policy? (State laws vary). For clients with access to the Forms Library, see the document, “Vacation and Paid Time Off Benefits by State” in the “Vacation, PTO, Holidays” folder.
  • Review Paid leave policies, including paid sick or paid FMLA leaves (i.e., Paid leaves under FFCRA, check State and local laws). For clients with access to the Forms Library, see the document, “Paid Family Leave Requirements by State and Municipality” in the “Paid Family Leave (by State)” folder.

 

7. Review the Company’s procedures for deductions and garnishment of wages. For clients with access to the Forms Library, references to this section can be found in the folders, “Compensation and Payroll.”

  • Check voluntary deductions and make sure authorizations are received and stored from employees.
  • Check Federal, State, and local laws for types of authorized deductions.
  • Ensure the appropriate payroll withholdings are performed and forwarded.
  • Ensure accuracy for exempt employee deductions.

 

Tips

More information in reference to the topics discussed in this month’s compliance calendar can be found in our comprehensive online Forms Library, which is available to members 24/7.

Note: This calendar is designed to help our clients review the key human resources-related reporting and notice requirements that may apply to their organizations. Please note that this list is for general reference purposes only and is not all-inclusive. Many of the compliance requirements are complex ERISA or other statutory legal filings and responsibilities may vary depending on your company’s plans. We encourage you to consult with your insurance brokers, plan administrators, and/or your ERISA and tax advisors for further guidance.

For the most current information on certain tax-related or benefit-related documents or forms provided by the IRS, or other sources, please check with a tax professional, benefit professional, and/or the correlating websites (i.e. irs.gov/LatestForms, etc.).