As the year end is closely approaching, now is a good time to make sure that your HR platform is sound moving into 2019. Although this list is not complete, it is a good start to help you prepare for the new year.
Compliance Check List:
- Employee Handbook – Update your employee handbook with all new laws for 2019. If your employee population grew, make sure to add any laws that apply to you. Make sure all of your policies “make sense”.
- I-9 Audit – Run a payroll report listing all of your active employees by last name, first name and date of hire. Audit your documents to make sure all fields are completed; form is signed and verified by both the employee and the employer, and that the form was completed within 3 days of the date of hire. Make sure you have one I-9 form for each of your active employees. Make sure your I-9’s are maintained in separate binders and not in the employee personnel file.
- Personnel File Audit – Make sure you have a DLSE form on file for each of your hourly employees and that the form is correctly filled out.
- Get ready for the new year – Download updated W4 forms indicating 2019
- Records Retention – Make sure you’re maintaining all of the documents you are required to according to law, and destroy those you no longer need to keep. Click here for the records retention information.
- ACA Compliance – Prepare by calculating your number of full-time employees; reporting forms, etc.
- Minimum Wage – Know and prepare for your annual minimum wage increases. Make sure you research new state or city ordinances in this regard.
- Labor Posters – Make sure you purchase your new 2019 Legal Poster and required pamphlets. Click here for HR California’s poster/pamphlet services
- OSHA/Safety – Update your OSHA log and prepare new for 2019.
- Distribute – Distribute Summary Plan Description to all of your employees, and any and all required Annual Notices.
HR Best Practices Check List:
- Information Sheet – Have each of your employees complete a new “information sheet”, indicating their basic information, and who to call in case of emergency. Include beneficiary update information for life insurance.
- Employee Relations Calendar of Events – Prepare your annual calendar, indicating the employee relations events throughout the year and include your designated “holidays” for the year. Make sure the Employee Relations events are accounted for in your HR budget.
- Vacation Planning – Distribute the vacation planner to all department heads, so vacations and time off can be planned for the year.
- Turnover – Run your annual 2018 turnover report (hourly and salaried separate)
- Wage Plan – Conduct an annual salary survey to adjust, if needed, your annual wage plan.
If you are in need of assistance for a full HR Audit, please don’t hesitate to contact us; we’re here to help.