2015 is here and now is the time to make sure you’ve updated your 2015 schedule to ensure you don’t miss any important compliance and HR administration deadlines.
From a Human Resources perspective, here are some key action items:
TAXES (including payroll taxes) THROUGHOUT 2015: The IRS provides convenient tools for businesses and self-employed individuals to ensure they don’t miss a tax deadline. From http://www.irs.gov/Businesses/Small-Businesses-&-Self-Employed/IRS-Tax-Calendar-for-Businesses-and-Self-Employed, you may access the on-line tax calendar, download a desktop widget, or subscribe/import the IRS calendar into your calendaring tool (Outlook or Mac Ical).
OPEN ENROLLMENT: Depending on when your insurance contract(s) renew, you’ll want to make sure your insurer or broker has provided you with rate and plan change information at least six to eight weeks prior to the renewal of your plan. This gives you an opportunity to evaluate other insurance options before distributing information to your employees that will enable to them to make changes to their insurance elections.
PERFORMANCE MANAGEMENT: Whether your organization reviews employees on their anniversary dates or on a set date during the year now is the time to make sure your performance evaluation and performance management tools have been updated to reflect the organization’s mission, vision and goals. This is also the time to schedule training for supervisors to teach them how to properly complete the performance evaluation form and the importance of coaching employees on a regular basis throughout the year.
BUDGETING FOR HR ACTIVITIES: When preparing the company’s budget, it’s important to make sure that you’ve accounted for various Human Resources activities that occur in your organization. This includes pay increases, accounting for pay and benefits for new additions to staff anticipated in the next fiscal year, pension/retirement plan contributions, legal fees for HR-related matters, salaries & benefits for the HR Department, employee relations activities (picnics, holiday parties, etc.), risk management activities (workers’ compensation, safety, security, etc.), training & development activities for managers, supervisors and employees, etc.
January 1 – Post the new Florida Minimum Wage Poster http://www.floridajobs.org/business-growth-and-partnerships/for-employers/display-posters-and-required-notices
- Distribute W-2 documents to employees (all employers)
- Distribute a statement to employees regarding the health care coverage provided in the previous calendar year. Employers may use Form 1095-C to communicate this information. (NOTE: This requirement applies to employers that had, on average, at least 50 full-time employees (including full-time equivalent employees) during the preceding calendar year. Full-time employees are those who work, on average, at least 30 hours per week. Small employers with fewer than 50 full-time employees and equivalents will be required to file Forms 1095-C and 1094-C if they are members of a controlled or affiliated service group that collectively has at least 50 full-time employees and equivalents.)
Distribute a notice to employees encouraging them to schedule their vacations now so that the company has an opportunity to plan for their absences throughout the year.
Schedule a time during the year to conduct anti-harassment training for both employees and supervisors.
February 1 – Post your OSHA 300A Log (Summary of Work-Related Illness and Injuries) from February 1 through April 30 (NOTE: Employers with fewer than 10 employees and those in certain industries may be exempt from this posting requirement) https://www.osha.gov/recordkeeping/RKform300pkg-fillable-enabled.pdf
February 28 – Submit Form 1095-C to the IRS. (May submit to the IRS by March 31 if filing electronically)
- All employers with 100 or more employees and any Federal contractor with 50 or more employees must submit a completed EEO-1 Survey to the federal government no later than September 30. http://www.eeoc.gov/employers/eeo1survey/
- Federal Contractors must submit a completed Vets Form 4212 by September 30. NOTE: In 2015, Form 4212 replaces Forms 100 and 100-A. The due date remains September 30.
October 15 – Look for the announcement of Florida’s new minimum wage rate that will be effective January 1 and download the new free poster in readiness to post January 1 at http://www.floridajobs.org/business-growth-and-partnerships/for-employers/display-posters-and-required-notices or purchase an all-in-one (federal and state) poster from EAF at http://www.eafinc.org/online_store/posters/florida.html.
Review handbook and performance review forms in preparation for the New Year.
Distribute your holiday schedule for 2016 to employees.
Contributed by Christine Crews, SPHR, is Vice President of Human Resource Services for the Employers Association Forum, Inc. (EAF). EAF is a non-profit corporate membership-based association dedicated to serving the business and HR communities with world-class HR tools, hotlines & legal compliance, news & trends, surveys & economic data, benefits & insurance, risk management, training & consulting, and leadership & organizational development. HCCMO members receive discounted rates on all EAF classroom training at EAF’s training center in Longwood. Click here for currently scheduled programs: http://www.eafinc.org/online_store/training/HCCMO/training_programs.pdf.
Click here to learn more about EAF membership benefits http://www.eafinc.org/services/calculate_roi.html.