January is a great time to review your HR to-do list, says Suzan Sturholm of All Things HR. Following are some suggestions for an organized and compliant new year.
Don’t forget to send W2s
W2 forms needed to be sent out by Jan. 31, as well as send Copy A of Form W2 to the Soci
al Security Administration. For more information, visit www.socialsecurity.gov.
Form W4
Even if employees intend to claim the same number of exemptions for 2011, it is best practice to distribute the form annually. If an employee was exempt in 2010, they will be required to complete a new W4 for 2011 prior to Feb. 15. You also may consider distributing W4s in April, while taxes are fresh in people’s minds. You may obtain the 2011 W4 form by visiting www.irs.gov or www.allthings-hr.com.
Employment law posters
Make sure your state and federal required postings are up to date. You may access downloadable updates to state laws on the Access Washington website. There are also many vendors who sell combination state and federal posters. All Things HR recommends OSHA4Less for all-in-ones poster purchases. You may access their website by visiting www.allthings-hr.com.
Posting of your OSHA 300a
Each year starting Feb. 1 through April 30, employers are required to post the OSHA 300a form in a place where all employees can view the summary of work related injuries and illnesses that occurred for the prior year (the lunch room is always a good place to post). You can find this form atwww.osha.gov or at www.allthings-hr.com.
Employee information form
If you haven’t already done so, ask employees to update their personal information for their employment record (address, phone number, emergency contact information, etc.).
Employee handbook review
Since state and federal laws are ever changing, if you have an employee handbook, it is critical to make sure your handbook is up to date and compliant with the law. All Things HR recommends an annual handbook review, or every two years at the very minimum. Our employee handbook template has recently been updated by Jackson Lewis PLLC and we would be happy to meet with you to discuss any updates and changes you may need.
Form I-9
The Department of Homeland Security issued a new Form I-9 effective August 2009. For new employees, rehires and reverifications of immigration status, make sure that you are using the most current form. Reminder: your I-9s should be kept separate and apart from your general employment files. Download Form I-9 at www.uscis.gov/files/form/i-9.pdf.
Document management
Many employers archive inactive employment files on an annual basis. Make sure you are following prescribed record retention rules and properly disposing of expired files. Employing a document shredding service is a good way to keep a record of your confidential disposal practices.
Review your HR forms annually
Each year, take a look at the forms you use and review them for both compliance and effectiveness and efficiency. Such forms are:
• Employment applications, NDA and confidentiality agreements
• Arbitration agreements
• Employment contracts (if you have any)
• Background check authorizations
• Employee information forms
• Current I-9 and W4 forms
• Payroll change forms
And don’t forget your HR strategic plan
Whether or not your company goes through a formal or informal strategic planning process, your HR department should. Take a few minutes, either with your staff or even if just by yourself, and write down your goals for your department for the next year. What programs should be created or improved? What are the company’s and CEO’s goals and how does HR fit in? Put an action plan together with a timeline for completion. Not only will you and your staff know and feel you are going in the right direction, but also the management team and CEO. You can make a difference.
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