Professional Employer Organization (538)
Business owners want their companies to be as successful as possible. Businesses should be highly functioning, efficient, and run like a well-oiled machine. Employees contribute to the efficiency and success of the business process; however, if they have short comings in their position, it can greatly impact your business. Disciplining these employees might help refocus them and return your business to a normal state. In other cases, a corrective action plan can help address the employee’s behavior and provide the employee with clear expectations. Whatever the case, you must take appropriate action to protect your business. There are going to be circumstances when the employee is so detrimental to your business you must take immediate action up to and including termination.
StaffScapes utilizes a five-point test in determining disciplinary actions:
1. Is there a rule or specific job duty?
2. Is this rule or job duty reasonable?
3. Did the employee know or should the employee have known about the rule or job duty?
4. Was the rule violated or the job duty ignored?
5. Did the rule violation or deficiency of job duty cause damage to the company?
Some other considerations to make during the discipline process are: Where are you at in this process? Can you correct the behavior or should you terminate the employment relationship? Can training correct the issue? Is this employee impacting your customers/clients? Is the employee detrimental to your business?
All discipline action should be well documented to support the company if there is any future litigation such as wrongful termination claims or Equal Employment Opportunity Commission claims. There are different processes your organization can use. A three strike policy works well for some employers with a verbal warning, written warning and termination. Have you looked at your discipline policy lately??
A substandard employee with no willingness to change after corrective action has been taken will not change. If disciplinary action fails, the only solution is to terminate the employee. Be sure to document this process in order to avoid and potentially aid any future litigation.
2015 is upon us and it is that time of year that StaffScapes will be sending out W-2s to employees. Did you work for StaffScapes Inc. or a client of StaffScapes, Inc. in 2014? If so you will have a W-2 coming to you by the end of January 2015. Please make sure that you call us at 303-466-7864 to make any changes in address in order to avoid delays in the delivery of your W-2. We will not be doing any reprints of W-2’s until after 2/15/15 in order to give the postal service enough time to deliver all of them.
If you have any questions about your W-2 please call StaffScapes for more information.
Holiday season is upon us, decorations are up, and holiday goodies are being shared in the office. This time of year can be exciting but it can also be overwhelming with all the holiday shopping, office parties, stresses at work and the hustle and bustle of the season. StaffScapes wants to ensure you and your employees bring in the New Year safely.
Tips for the season:
Here are a few things that may help get you through the season hopefully injury and sickness free whether it’s at the office or at your home:
- Make sure walkways are clear of snow and use an ice melting product to prevent slips
- Tape down electrical cords being used for holiday decorations to prevent tripping and falling
- Wash your hands frequently or have hand sanitizer available to reduce the spread of germs from the cold and flu season
- Get plenty of rest to avoid feeling run down during this busy time of year
Keep these tips in mind with upcoming holiday parties:
- Limit or prohibit alcohol for festivities. If you allow alcohol consumption, have taxis readily available for those without a designated driver.
- Provide plenty of food and non-alcoholic drinks for staff
- Keep it professional and remind employees it is a work function
Try not to let the stress of the season get the best of you and jingle all the way into the New Year.
Happy Holidays from your friends at StaffScapes
The Internal Revenue Service announced today that contribution limits for 401(k) plans and individual retirement accounts will increase due to cost-of-living adjustments. The maximum amount of contributions an employee can make to their 401(k) plan is determined each year by the IRS. "Many of the pension plan limitations will change for 2015 because the increase in the cost-of-living index met the statutory thresholds that trigger the adjustment” according to a release from the Internal Revenue Service.
For the 2015 plan year, employees can contribute up to $18,000 as an elective payroll deduction to their 401(k) plan. In addition, if the employee is age 50 or older, they can contribute an additional ‘catch-up’ contribution of $6,000, resulting in a maximum contribution of $24,000 (if age 50 or older). This limit applies only to the employee’s contribution, and does not include any employer paid matching amounts. Employees wishing to contribute the maximum contribution allowed may find it easiest to break the annual limit into equal amounts per pay period, to ensure that they don’t contribute over the limit.
2015’s 401(k) limit of $18,000 applies to both Traditional and ROTH 401(k) plans. In a Traditional 401(k) plan, employees make tax-deductible (pre-tax) contributions. These contributions grow without being taxed on dividends or earnings until after the money is withdrawn for the employee’s retirement account. As those funds are withdrawn, they are then taxed at the employee’s income tax rate. In a ROTH 401(k) plan, employees make contributions with after-tax dollars. These contributions grow without being taxed and can be withdrawn at retirement without being taxed. The decision for which 401(k) plan to participate in is up to the employee – pay taxes up front with a ROTH 401(k) or at retirement with a Traditional 401(k).
Lawsuits filed under the Fair Labor Standards Act (FLSA) hit another record high in 2014, according to information from Seyfarth Shaw law firm. The number of federal wage-and-hour lawsuits for the period of April 1, 2013, to March 31, 2014 (the Federal Judicial Center’s reporting year) increased to 8,126. This is an increase of almost 5% from 2013 and a 438% from just 14 years ago in 2000.
The law firm Seyfarth Shaw LLP has a very telling chart that you can find here.
Employers need to be very careful examining their FLSA policies and should get professional assistance when making wage-and-hour determinations. Paying penalties, interest and back wages (including overtime hours) especially when not expecting these additional costs, can significantly hurt a company.
According the Colorado Division of Labor there is an updated Colorado Affirmation form to help ensure employees are legally eligible to work for both public and private businesses. You will need to update your pre-employment packet to include an updated form for Colorado Affirmation. This form is to fulfill the Employment Verification Law requirements in addition to the I-9. The previously used form expired on October 1, 2014. This is not a new document for your employment packet, just an updated version. This Colorado Affirmation form must be completed within 20 days of hire.
For a copy of the Colorado Affirmation form please click here.
For a complete copy of the pre-employee application packet with the updated form click here.
For more information about the Affirmation Form please visit www.colorado.gov/cdle/evr
California employers will have to provide paid sick leave to employees under a new statute signed by Gov. Jerry Brown. The bill, California Assembly Bill (AB) 1522 “Healthy Workplaces, Healthy Families Act of 2014” will go into effect July 1, 2015. California is the 2nd state in the nation, following Connecticut in implementing state-wide paid sick leave benefits for employees.
Beginning July 1, 2015 employers are required to begin accruing sick leave at a rate of “not less than one hour per every 30 hours worked.” up to a maximum of three days (24 hours) of paid sick leave per year. Sick leave is paid at the employee’s hourly wage. Employees are entitled to use their accrued sick leave starting the 90th day of employment, after the 90th day employees can use the sick leave as it is accrued. Employers are prohibited from discriminating or retaliating against employees who request to use their accrued sick leave, and cannot have any condition where an employee must find a replacement worker to cover their shifts. Accrual of paid sick leave does not begin until July 1, 2015 or the employee’s date of hire, whichever is later.
Employers are not required to provide additional sick leave, if the employer has a paid leave policy or paid time off policy already in place, and the employer makes an amount available of leave that may be used for the same purposes of: satisfies the accrual requirements of HB 1522, and provides no less than 24 hours or paid sick leave per each year of employment.
California employers must follow notice and posting requirements including: at time of hire provide written notice to employees of right to paid sick leave; on paydays notify employees of current accrued sick leave available balance; and display a poster informing employees of their paid sick leave rights. The Labor Commissioner is responsible for creating said poster.
Employers must retain 3 years of records documenting the hours worked and paid sick days accrued and used by each employee, and make those records available to the Labor Commissioner. The California Labor Commissioner is in charge of enforcing and administering AB 1522.
Please contact StaffScapes with any questions or if you would like any additional information regarding the Healthy Workplaces, Healthy Families Act of 2014.
The Consumer Price Index for Denver Boulder Greeley has increased by 2.9%, which means a new minimum wage rate for 2015. The minimum wage rule enacted in 2006 to the Colorado Constitution requires the state's minimum wage rate to be adjusted each year for inflation. The inflation adjustment is based on the US Bureau of Labor Statistics' Consumer Price Index for All Urban Consumers (CPI-U) for the Denver-Boulder-Greeley combined area. This adjustment is based on the difference between the CPI-U from the first half of the prior year and the first half of the current year. This adjustment will increase the 2015 minimum wage rate to an estimated $8.23 per hour, effective January 1, 2015.
The above quoted rate increase is an estimate based off of the CPI change. The state should officially announce the rate increase sometime late November or early December. StaffScapes will keep you updated once the state announces any additional details.
The Department of Labor has set forth six guidelines to determine if an internship at a for-profit organization can be paid or unpaid. All six guidelines must be met in order for an internship to qualify as being unpaid. The six guidelines from the Department of Labor are:
1. The internship, even though it includes actual operation of the facilities of the employer, is similar to training which would be given in an educational environment;
2. The internship experience is for the benefit of the intern;
3. The intern does not displace regular employees, but works under close supervision of existing staff;
4. The employer that provides the training derives no immediate advantage from the activities of the intern; and on occasion its operations may actually be impeded;
5. The intern is not necessarily entitled to a job at the conclusion of the internship; and
6. The employer and the intern understand that the intern is not entitled to wages for the time spent in the internship.
Career centers at colleges across the nation help students acquire internships so they have some on-the-job experience. However, some schools now are declining positing company’s positions if it is unpaid due to the six guidelines coming into question. The Denver post recently posted an article about internships and how some companies still have not changed their internship positions even though these guidelines went into effect in 2010. Some interns have filed suit for wage disputes with companies that offered them unpaid internships.
For more information about the six guidelines please see this Department of Labor’s fact sheet.
Are you sure that you are completing the I-9 form correctly? There are a few common mistakes made on this required form that could end up being very costly. Fines on this form start at $110 per error and can climb to tens of thousands of dollars per mistake.
There are several common mistakes that employers make during the completion of the I9 form. One of the most common mistake is not knowing that this form must be completed in the first 3 days of employment. Other common I-9 documentation mistakes include, but are not limited to, incorrect dates, missing signatures, transposed information and incomplete check boxes. It is also possible for an employer to fail to complete an I-9 form altogether or misplace a completed form during filing.
Now that this form is 2 pages long it can be a bit confusing as to whom completes what on each page. The employer will not do anything with the first page of the I9, that page is completed by the employee unless you will need to translate the form for the employee. The only time that the employer would sign the first page is in the case of the employer providing translation services to the employee. After the employee has completed page 1 it is up to the employer to complete the rest.
The second page of the I -9 form is another common area for mistakes. There are 3 lists in which the employee can provide proper documentation to prove authorization for this form. If an employee can provide a document from the first list “List A” then that is all they have to provide, however if they don’t have anything from that list they must provide something from “List B” AND List C”. The document most common for List A is the Passport. The most common documentation from List B is a Driver License or State Identification card and the most common List C document is a Social Security Card or Certificate of Birth. Once you have seen these actual Identifications you will then complete the appropriate columns of which they were provided from. Once that is completed the person that witness the original ID’s will be the person that will sign and or certify that they were indeed legitimate and not expired and then sign the portion under the certification.
StaffScapes provides HR, risk management, payroll and employee benefit services to our clients, allowing them to focus on their core business. Let us help alleviate any of your employee documentation issues.