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
- Memorial Day – Last Monday in May
Important Dates and Deadlines for this Month
- Employees are required to report to you tips of $20 or more earned during April.
- Tax Day for federal income tax filing (delayed from original April 15 deadline).
Topics to Discuss and/or Review
1.Review and revise hiring practices and policies: For clients with access to the Forms Library, references to this section can be found in the folder, “Hiring,”
- Have staffing needs changed?
- If you are recalling only some workers that were laid-off or furloughed, ensure your practices for determining who to recall do not discriminate against any group of employees.
- Update work travel policies in light of any new orders in your state and any new practices being implemented in the workplace. For clients with access to the Forms Library, references to this section can be found in the folder, “CORONAVIRUS” > “Travel” subfolder.
- Do you need to change benefits or pay to become more competitive?
- Review rehire/reinstate provisions for your benefits policies (eligibility/waiting periods).
- Review I-9 process for remote employees. See the document, “I-9 completion during Covid-19” in the Forms Library > “CORONAVIRUS” > “Hiring” Folder.
- Determine the Company’s policy for hiring relatives.
2. Review Employee Applications for current laws. (Certain states have restrictions on requesting certain protected information). Review and edit Offer Letters. Review Job Descriptions. For clients with access to the Forms Library, references to this section can be found in the folder, “Hiring,” and in the subfolders, “Offer”, “Job description.”
3. Discuss with appropriate management and implement strategies for Talent Acquisition and any updates to the recruitment process. For clients with access to the Forms Library, references to this section can be found in the folder, “Hiring” click the “Talent Acquisition” subfolder.
- See Webinar, “Hiring Best Practices and Performance Management” in the Forms Library > “Hiring” Folder.
4. Review applicant reference verification. For clients with access to the Forms Library, references to this section can be found in the folder, “Hiring” and the “Termination” folder.
- How are references being checked?
- What information is being asked and/or provided? (There are certain laws in place of current and former employee reference verification and what information can be disseminated. Please check.)
- See the document, “Blacklisting and Job References by State” in the Forms Library > “Hiring” Folder.
- See the document, “Salary History Inquiry Restrictions by State and Municipality” in the Forms Library > “Compensation & Payroll” Folder.
5. Go through the Interview Process. For clients with access to the Forms Library, references to this section can be found in the folder, “Hiring” and “Interview” subfolder as well as the “CORONAVIRUS” folder.
- What types of questions are being asked? See sample questions in Forms Library > “Hiring” > “Interview” Folder.
- What types of questions are certain employers prohibited from asking?
- Is the Company considering virtual or phone interviews or committing to heightened social distancing practices during the interview process?
6. Audit the Company’s process for conducting Background Checks keeping in mind any State or local pre-employment screening restrictions or requirements. For clients with access to the Forms Library, references to this section can be found in the folder, “Hiring” click the “Background Check” subfolder.
- See the documents, “Ban the Box Laws by State and Municipality” and “Credit Check Limitations by State and Municipality” in the Forms Library > “Hiring” > “Background Check” Folder.
7. Review onboarding or new employee orientation process. For clients with access to the Forms Library, references to this section can be found in the folder, “Hiring” and “New Hire Packs & Documents.”
- Go through New Hire Checklist
- Is Company considering virtual onboarding to maintain social distancing if the Company has any required training during the onboarding process?
- if so, look into teleworking agreements, and business expense reimbursement if employees are required to use their personal resources for business purposes for your State. For clients with access to the Forms Library, references to this section can be found in the folder, “CORONAVIRUS”, “Telecommuting & Working Remotely”, and the “Compensation and Payroll” folder in the “Reimbursement” subfolder.”
- Make sure all new hire paperwork is given, signed, returned, and sent to the appropriate agency or stored in the appropriate retention location.
- Distribute Employee Handbook, the Acknowledgement forms, Arbitration Agreements, Non-Compete Agreements, or any other contractual agreements, allow new hire time to read it in its entirety and sign and return acknowledgments and/or contractual agreements.
- Distribute any required notices.
- Confirm that all W-4s are sent to the IRS and new hires are reported in a timely matter.
- Ensure new employee training is scheduled including any discrimination or harassment training, and general work policies, rules, and job duties.
- Confirm the Company’s Introductory Period. (i.e. 30, 60, 90 days) and whether employees are entitled to certain voluntary benefits (vacation, holiday pay, health plans, life insurance, etc.), or paid/unpaid sick leave.
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.).