Ten Step January Checklist for HR Fitness

BRING IT, 2019!   As we resume our normal work schedules, with the holidays behind us and all the local gyms at full capacity, it’s time to apply a little extra New Year’s energy and resolve to our HR practices.  From updating HR forms to adding up injury numbers, here is a ten step HR Fitness Plan to shape up your HR Operations for a compliant, organized, successful 2019:

Step One: Update your Applicant New Hire packet with 2019 forms.

  • Replace W4 with 2019
  • Ensure your DOL Marketplace Exchange form (mandated by ACA) contain current group health insurance renewal information (contribution cost and eligibility) on page 2 of the form.
  • Contact all third-party screening vendors (criminal background, MVR and drug testing) to verify that you are using the latest version of their disclosure and consent forms.

Step Two:  Update workplace postings.  Click here for free posters.

Step Three:  Prepare to distribute W2 forms and ensure forms contain information about the Earned Income Tax Credit (most do, but good to check).  By January 31, 2019, employees need to be provided EITC information from the mandatory IRS Notice 797.  An extra option is to post the notice on employee bulletin board or payroll stuffers. Click here for information, payroll stuffers and posters.

Step Four: Review, finalize and post 2019 Company Holiday schedule for employees (Christmas and New Years are on Wednesdays in 2019).

Step Five:  Complete the last OSHA 300 log entries for employee injuries and illnesses in 2018.  Verify all reported cases are added. Drop any entries that do not meet the criteria for recordable cases.  Prepare the OSHA 300A summary for posting on February 1 through April 30.

Step Six: Review and request new certificates of insurance from subcontractors for 2019 policy renewals. If you have construction subcontractors, register for the Florida Construction Policy tracker database and add new subcontractors to your tracking list.

Step Seven: Count your 2018 employees. Determine if the company had over 50 employees according to the Affordable Care Act (ACA). If so, prepare IRS form 1095-C for delivery to employees by March 4, 2019 (delayed by IRS, read more).  The IRS has not postponed the deadline for filing forms with the IRS, either February 28, 2019 (under 250 employees and paper filing) and April 1, 2019 (if electronically filing).

Step Eight:   Send a copy of the new 2019 W4 form to active employees, as reminder that they should periodically review withholding and can make changes to their federal tax withholding for 2019.

Step Nine:   Ensure effective communication channels by requesting employee updates to address, mobile phone, email and emergency contacts.

Step Ten: Review the Employee Handbook and update as needed.  Does your Handbook contain policies regarding:

  • Workplace Safety?
  • Company Mission and Values?
  • Sexual Harassment?
  • Social Media?

For assistance with any of these HR actions, please contact us here at ConsultStu – we can help you meet your HR goals for 2019!  Click here to download a PDF version of this 2019 Checklist.

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