Posts Tagged ‘Payroll Control Systems’

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Federal Law Alert – Health Care Reform FAQ

Friday, May 10th, 2013

Please take note of the following Federal Law Alert, courtesy of HR Support Center:

Question: We have over 50 employees. Is it true that we may face health care reform penalties even if we do offer health insurance coverage in 2014?

Answer: Yes, an organization with 50 or more employees may still face Health Care Reform penalties from the Federal Government if it does not offer “minimum essential coverage” at an “affordable rate”.

So what is “minimum essential coverage”? And what is an “affordable rate”? “Minimum essential coverage” refers exclusively to the health insurance plan design, not how much the employer contributes to the plan. In order to offer minimum essential coverage under the federal law, the health insurance carrier must pay for at least 60% of treatment costs, commonly referred to as a health plan with a 60% actuarial minimum value. In the coming months, you will probably hear this level of plan referred to as a “bronze level” plan. On the other hand, “affordable” coverage has everything to do with how much the employer contributes to the plan. It is a common misconception that a large company is required to contribute a specific percentage to each employee’s health insurance plan (such as 50%, 60% or 75%). Rather, the federal law requires that the organization contributes enough so that the employee’s portion of the premium for employee-only health insurance coverage for the “bronze level or richer” plan is no more 9.5% of the employee’s total household income. Since employers generally do not know an employee’s total household income, there is a safe harbor in place for 2014 stating that employees have access to “affordable coverage” as long as the employee’s portion of the premium for single coverage for the “bronze level or richer” plan is equal to or less than 9.5% of the employee’s reported W-2 wages.

If you have questions regarding penalty amounts and calculations, please reach out to your Human Resources Professional, Accounting Professional or Health Insurance Broker.

This information is provided courtesy of your HR Pros.  If you have questions about how to access your HR Support Center account, please contact your Client Account Manager.

Legal Disclaimer: This article is intended for informational purposes only and by no means should replace or substitute other legal documents (governmental or non-governmental) reflecting similar content or advice. If you have any questions concerning your situation or the information provided, please consult with an attorney, CPA or HR Professional.

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Federal Law Alert – Form I-9 Change

Friday, May 10th, 2013

Please take note of the following Federal Law Alert, courtesy of HR Support Center:

The U.S. Citizenship and Immigration Services (USCIS) published a revised Employment Eligibility Verification Form I-9 for use.  All employers are required to complete a Form I-9 for each employee hired in the United States.  Employers should not complete a new Form I-9 for current employees if a properly completed Form I-9 is already on file.

Effective 03/07/13:  Employers should begin using the newly revised Form I-9 (Rev. 03/08/13) for all new hires and re-verifications.  Employers may continue to use previously accepted revisions (Rev.02/02/09) and (Rev. 08/07/09) until May 7, 2013.  As of May 7, 2013, employers must only use Form I-9 (Rev. 03/08/13).  The Form I-9 Instructions and Form I-9 document are available in the HR Support Center, under the Essentials tab, or in the forms section on our website.

This information is provided courtesy of your HR Pros.  If you have questions about how to access your HR Support Center account, please contact your Client Account Manager.

Legal Disclaimer: This article is intended for informational purposes only and by no means should replace or substitute other legal documents (governmental or non-governmental) reflecting similar content or advice. If you have any questions concerning your situation or the information provided, please consult with an attorney, CPA or HR Professional.

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Webinar Series 2013

Tuesday, April 9th, 2013

CBIZ Webinar SeriesProgramming With Your Business Growth in Mind

Welcome to our CBIZ Employee Services (ES) webinars for 2013!

Experts representing many of our ES services – from benefits, wellness, human capital services, retirement plan services and property and casualty insurance – will share information and insights on timely and important topics during one or more of the programs listed here. Whether you’re in need a refresher or just an overview of a new topic, sign up today!

TO REGISTER for upcoming 2013 webinars, click here.

April

Emerging Trends in Onsite Health Clinics

Fri., April 12 – 10:30 to 11:30 a.m. Central Time

This webinar will look at the current trend of onsite health care as a potential total rewards strategy for employers, including new models for developing onsite clinics, patient-centered medical homes, options for reaching employees located in geographically remote areas and ancillary-clinic services that can optimize an employer’s return on investment. Larger employers especially may find this program of interest, but even smaller employers may benefit from several strategies discussed.

Presenter:  Polly Thomas, Director, CBIZ Onsite Clinic Consulting

Who Should Attend:  HR Executives, COOs, CFOs, and Occupational Health and Safety Directors – especially at companies with 400 or more employees (or two or more smaller companies interested in partnering to implement these solutions)

Credit:  This program has been approved for 1 General recertification credit hour toward PHR, SPHR and GPHR recertification through the HR Certification Institute.

State of the Property and Casualty Insurance Market

Tues., April 30 – 10:30 to 11:30 a.m. Central Time

While property and casualty clients are experiencing rate increases across many industries, this webinar will look at expectations for 2013 and beyond, what this means for all companies as they budget for upcoming renewals, alternatives to the commercial insurance market, and strategies that may mitigate risk.

Presenter:  Tony Consoli, President, CBIZ Insurance Services/Mid-Atlantic Region, Damian Caracciolo, VP, CBIZ Risk and Consulting Services, and Practice Leader, CBIZ Executive and Protection Practice

Who Should Attend:  Chief Financial Officers, General Counsels, Treasurers, Risk Managers, and anyone involved in budgeting for the risk management process or insurance procurement

Credit:  This program has been approved for 1 General recertification credit hour toward PHR, SPHR and GPHR recertification through the HR Certification Institute.

MAY

Health Care Reform Update: Shared Responsibility in Focus

Tues., May 21 – 10:30 a.m. to Noon Central Time

The so-called centerpiece of the Affordable Care Act – concerning exchanges and individual and employer shared responsibility – takes effect in about half a year. Are you ready?

Presenters:  Karen McLeese, Esq., VP of Regulatory Affairs, CBIZ Benefits & Insurance Services, Inc.; Bill Smith, Esq., Managing Director, CBIZ National Tax Office

Who Should Attend:  HR Execs, COOs and CFOs

Credit: This program has been approved for 1.5 General recertification credit hours toward PHR, SPHR and GPHR recertification through the HR Certification Institute.

JUNE

Wellness for Small and Medium-Sized Employers

Tues., June 18 – 10:30 to 11:30 a.m. Central Time

Small and mid-sized employers struggling with increasing health care expenses and productivity- related costs can benefit from this webinar, which focuses on turning wellness costs into an investment that enhances the value of an organization’s workforce. The session will include a look at affordable, cost-effective actions that small and mid-sized employers can implement.

Presenter:  Gina Payne, CBIZ National Director of Wellness

Who Should Attend:  HR Managers, Benefits Managers, Executive and Financial Officers of organizations with 500 or fewer employees

Credit: This program has been approved for 1 General recertification credit hour toward PHR, SPHR and GPHR recertification through the HR Certification Institute

JULY

Data Security and Privacy Liability

Tues., July 16 – 10:30 to 11:30 a.m. Central Time

This webinar will give you an overview of the risks associated with network security, as well as the privacy liability that companies face in the digital age – and what to do to protect your organization.

Presenter:  Damian Caracciolo, VP, CBIZ Risk and Consulting Services/Practice Leader, CBIZ Executive and Protection Practice

Who Should Attend:  Chief Technology, Chief Information and Chief Financial Officers; Risk Managers, HR Executives and other corporate leaders filling these roles

Credit: This program has been approved for 1 General recertification credit hour toward PHR, SPHR and GPHR recertification through the HR Certification Institute.

AUGUST

Closing the Fiduciary Gap

Tues., Aug. 20 – 10:30 to 11:30 a.m. Central Time

This webinar will focus on strategies to lower retirement plan liability and improve plan participant outcomes. We will identify six primary risk areas involving fiduciaries, look at best practices and discuss new fee-disclosure regulations.

Presenters:  Eric M. Endress, CFA, AIF®, CBIZ Senior Investment Analyst; Jennifer Kennedy Ontko, QKA, QPA, CBIZ Senior Retirement Plan Consultant; Kevin J. Kocsis, AIF®, CBIZ Investment Analyst; Alexandra LoPresti, CBIZ Investment  Analyst; Bradley J. Sieniawski, CBIZ Investment Analyst

Who Should Attend:  Finance and HR Executives; anyone else who makes decisions on behalf of an ERISA-regulated retirement plan

Credit: This program has been approved for 1 General recertification credit hour toward PHR, SPHR and GPHR recertification through the HR Certification Institute.

SEPTEMBER

Health Care Reform Update: The State of Shared Responsibility

Tues., Sept. 17 – 10:30 a.m. to Noon Central Time

As we approach the cusp of the Affordable Care Act’s shared responsibility requirement for individuals and employers, are you ready for new reporting Code Section 6056 and more?  Join us to explore the status of the law.

Presenters:  Karen McLeese, Esq., VP of Regulatory Affairs, CBIZ Benefits & Insurance Services, Inc. ; Bill Smith, Esq., Managing Director, CBIZ National Tax Office

Who Should Attend:  HR Execs, COOs and CFOs

Credit:  This program has been approved for 1.5 General recertification credit hours toward PHR, SPHR and GPHR recertification through the HR Certification Institute.

OCTOBER

Delivering Benefit Solutions, Not Renewals: A Look at Hybrid Funding, Self-Insured Plans and Captives

Tues., Oct . 15 – 10:30 to 11:30 a.m. Central Time

This webinar will take a look at several alternatives to traditional group health insurance plans. Learn about reducing the financial volatility of self-insured plans through captives, reducing benefit plan costs through hybrid funding, and more. Depending on the plan, groups both smaller (25 to 99 employees) and larger (100+ employees) may discover opportunities that can benefit their circumstance. Be sure to sign up to learn more.

Presenters:  Ed Belt, President, CBIZ Primarily Care; Courtney Claflin, CBIZ National Captive Insurance Practice Leader

Who Should Attend:  HR Executives and C-level Executives, especially CFOs

Credit:  This program has been approved for 1 General recertification credit hour toward PHR, SPHR and GPHR recertification through the HR Certification Institute.

NOVEMBER

Are Your Benefit Plan Ps and Qs in Order? Participant Notices and More…

Tues., Nov. 19 – 10:30 a.m. to Noon Central Time

This webinar reviews the myriad of calendar year, plan year, and other notices and disclosures applicable to welfare benefit plans. Join us for a look at the ever-changing world of welfare benefit compliance.

Presenter:  Karen McLeese, Esq., VP of Regulatory Affairs, CBIZ Benefits & Insurance Services, Inc.

Who Should Attend:  HR Directors or anyone responsible for HR compliance, COOs and CFOs

Credit:  This program has been approved for 1.5 General recertification credit hours toward PHR, SPHR and GPHR recertification through the HR Certification Institute.

TO REGISTER for upcoming 2013 webinars, click here.

Legal Disclaimer: This article is intended for informational purposes only and by no means should replace or substitute other legal documents (governmental or non-governmental) reflecting similar content or advice. If you have any questions concerning your situation or the information provided, please consult with an attorney, CPA or HR Professional.

All information listed on these pages, including dates, times, presenters and other webinar details, is subject to change without notice.

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Unclaimed Paychecks

Tuesday, February 26th, 2013

Out-Standing ChecksEmployers must follow state laws for any unclaimed paychecks so audits need to be periodically done to review which paychecks have not been cashed.  After a certain amount of time specified by state laws, the unclaimed wages become “abandoned property” and the employers then have an obligation to forward the funds to the appropriate state agency.  The state laws that govern the abandoned property are called escheat laws.

Most states require employers to attempt to contact employees with unclaimed checks to make efforts to prevent these wages from becoming abandoned property.  Many states also require reports of abandoned property to be filed annually and some require the records of the abandoned property to be retained for a specific number of years.  Some states also have penalties for employers who fail to remit unclaimed wages, fail to remit them by the deadline and/or fail to file the required reports.

Here are the steps to take when you have outstanding paychecks for your employee(s) that have expired or have been outstanding for an extended period of time:

First, attempt to contact the employee(s) and resend the owed wages to them.

  • If the employee can be located: Issue a new check to the employee and send it to him/her as a replacement payment and inform them that the prior check is invalid.
    1. No record is needed in the payroll system since this is a reissue of a prior check that is already in the pay history.
    2. If you have the OBC service, submit the OBC Refund Request form to PCS.
  • If the employee cannot be located: Follow the employee’s State law on unclaimed property.
    1. No record is needed in the payroll system since this is a reissue of a prior check that is already in the pay history.
    2. If you have the OBC service, submit the OBC Refund Request form to PCS.
    3. If the employee contacts you after the wages have been sent to the state, instruct them to contact the state agency for the unclaimed property.

The National Association of Unclaimed Property Administrators (NAUPA) provides links of the laws for each state, click here to visit their website.

Article Provided By the Minneapolis CBIZ Payroll Services Team

Legal Disclaimer: This article is intended for informational purposes only and by no means should replace or substitute other legal documents (governmental or non-governmental) reflecting similar content or advice. If you have any questions concerning your situation or the information provided, please consult with an attorney, CPA or HR Professional.

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Employee Questions

Wednesday, December 5th, 2012

PCS Logo*** Friendly Reminder ***

This is the time of year where employees of companies we serve try to call us directly with questions.  Since we are only authorized to engage with approved contacts within each company, we can’t speak with your employees directly.  The call usually ends up making your employee frustrated, and ends up being referred back to you.

Please help us minimize these calls and save your employees the frustration by ensuring that only authorized contacts engage us with your employee questions.  As always, we are happy and able to help any authorized payroll contact.

The PCS Support Team

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FUTA Credit Reduction Impacts 19 States

Monday, November 26th, 2012

FUTA Credit ReductionDue to high unemployment rates that have occurred throughout the United States over the past several years, many states are now subject to a FUTA Credit reduction.  This article will briefly discuss Credit reduction and how it may affect your business.

The standard Federal Unemployment Tax (FUTA) is 6.0% on the first $7000 in employee wages subject to FUTA.  However, the federal government provides a 5.4% tax credit which results in an effective federal unemployment tax rate of 0.6% on the first $7000 in subject wages, (equivalent to $42 per employee, per year).

Why the Credit is Reduced
According to federal law, states with a high rate of unemployment and difficulty meeting their benefit obligations can borrow money from the FUTA account. If a state has an outstanding loan on January 1 for two consecutive years, and does not repay the full amount by November 10 of the second year, the FUTA credit rate for employers in that state will be reduced until the loan is repaid.

A state with an outstanding loan can avoid a credit reduction by repaying the loan by November 10th of the year the reduction is scheduled to take effect.  If the loan is not repaid by that date, a credit reduction of 0.3% goes into effect, with employers in that state having their maximum credit reduced to 5.1% (5.4% – 0.3%) and their effective FUTA tax rate increased to 0.9% (0.6% + 0.3%) or $63 per employee in the first year of reduction.  Each year a loan remains unpaid, the credit reduction increases by 0.3%, although there are limits for states that have made efforts to keep their balances in check.

How will this affect your company?
If you were required to pay state unemployment in any of the impacted states during 2012, you should expect to pay additional Federal Unemployment Tax on the wages paid in these states when the 940 return is filed for 2012 (due January 31, 2013).  Each credit reduction increase of 0.3% will result in an additional $21 per employee that earns at least $7,000 in subject wages:

0.3% reduction = additional $21 per employee
0.6% reduction = additional $42 per employee
0.9% reduction = additional $63 per employee
1.2% reduction = additional $84 per employee
1.5% reduction = additional $105 per employee

The additional FUTA liability will appear on the Schedule A form, which is filed with the 940 return in the 4th quarter packet.

States Reduction Rate
Arizona .003
Arkansas .006
California .006
Connecticut .006
Delaware .003
Florida .006
Georgia .006
Indiana .009
Kentucky .006
Missouri .006
Nevada .006
New Jersey .006
New York .006
North Carolina .006
Ohio .006
Rhode Island .006
Vermont .003
Virgin Islands .015
Wisconsin .006

Legal Disclaimer: This article is intended for informational purposes only and by no means should replace or substitute other legal documents (governmental or non-governmental) reflecting similar content or advice. If you have any questions concerning your situation or the information provided, please consult with an attorney, CPA or HR Professional.

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Joe Reilly is Speaking at Chamber Luncheon on 11/1/12

Wednesday, October 31st, 2012

Not Your Average Joe’s – Business Luncheon

Date: November 1, 2012 11:30 AM – 1:00 PM

The Chamber’s luncheon’s continue to focus on sharing business stories that can help others learn from those that have worked hard and succeeded.  November 1st is a great program focused on two of our long term Chamber members, Joe Stoebner (Chairman and Founder of AVI Systems ) and Joe Reilly (CEO of Payroll Control Systems).

This program will give attendees insight into how these two CEO’s have operated their companies in good times and bad – but in the end have succeeded.  Both have amazing stories of managing growth, struggles with the economy – including having 138 of one’s clients go out of business during the down turn, and what has made them successful.  Bring your questions and a notepad to learn from these “Not your Average Joe’s!”

LOCATION: Olympic Hills Golf Club, 10625 Mount Curve Road, Eden Prairie

COST: $25 for Members & their guests / $40 for Non-members

Registration: Click here to Register | or call (952)-944-2830 

Sponsored by:

 

 

MORE ON OUR SPEAKERS:


Joe Stoebner is the Chairman and Founder of AVI Systems and some of his many responsibilities include acquisitions and long range planning.  Joe Stoebner started AVI Systems in Bismarck, ND in 1974 as an audio visual equipment supplier. To this day, he continues to build the reputation of AVI Systems as a premier systems integrator of audio, video, broadcast, presentation and video conferencing systems regionally and nationally.  AVI has over 300 employees and over $110 million in revenue.

 

Joe Reilly is the CEO of Payroll Control Systems.  He founded PCS in 1995 because he recognized that the market for outsourcing payroll and related services in the 1990s was suffering from a lack of service, despite growing demand.  He currently has 5 offices with over 40 employees, with over 1300 clients in all 50 states.

 


Legal Disclaimer: This article is intended for informational purposes only and by no means should replace or substitute other legal documents (governmental or non-governmental) reflecting similar content or advice. If you have any questions concerning your situation or the information provided, please consult with an attorney, CPA or HR Professional.

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Preparing for Year-End

Sunday, October 28th, 2012

In an effort to help your 2012 year-end process run smoothly, we have prepared a number of important resources that can be accessed at:

http://www.pcspayroll.com/client-resources/year-end

Here you will find helpful forms, checklists and reminders to aid you in preparing for year-end.  We strongly encourage you to download and use these resources to help you manage your year-end payroll process.  Important resources available on the site include:

  • Year-End “To Do” Checklist (important steps to take to ensure an error free year-end)
  • Bonus/Unscheduled Payroll Request Form
  • 2013 Federal Reserve Holidays
  • 2013 PCS Holiday Schedule and Processing Guidelines
  • Fringe Benefit & Third Party Sick Pay Reporting Guidelines
  • Millennium Software Tax Update Information

Preparing for Year EndYEAR-END TAX RETURNS AND W-2s

PCS will begin processing all quarter-end and annual returns on the first of January and expects to have all packages completed and delivered by January 25, 2013.  This is a very busy time of year for all of us so please remember that extra phone calls will only slow us down.  If you don’t receive your package by January 25, please call to let us know.  Thank you in advance for your patience.

PCS TAX RETURN\W-2 CORRECTION POLICY

Any requested changes or corrections made after December 31, 2012 may require the re-processing of your year-end returns and W-2 information.  This cost will be the same as your original billing, plus the cost of the additional payroll run.  This may also result in delivery of your final year-end information later than expected.  Any changes made after year-end forms have been filed may require amended forms.  These amended forms will not be completed until after the month of February and at a cost of $50 per form.

IMPORTANT!!  IT IS CRUCIAL THAT YOU NOTIFY YOUR CLIENT ACCOUNT MANAGER OF ALL ADJUSTMENTS NEEDED FOR 2012 BEFORE SUBMITTING YOUR FINAL PAYROLL TO AVOID ADDITIONAL PROCESSING CHARGES AND DELAYS.

 Thank you for helping to make this year-end process run smoothly!

Payroll Control Systems

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W-2 Reporting of Employer Paid Insurance

Sunday, October 28th, 2012

W-2 ReportingThe Affordable Care Act requires many employers to report the cost of coverage under an employer-sponsored group health plan on employees’ 2012 W-2s.  If you need an earning code for this, please contact your Client Account Manager before processing your final payroll dated in 2012.

All employers that provide “applicable employer-sponsored coverage” under a group health plan are subject to the reporting requirement, except as provided in the transition relief described below.  This includes federal, state and local government entities (except with respect to plans maintained primarily for members of the military and their families), churches and other religious organizations, and employers that are not subject to the COBRA continuation coverage requirements, but does not include federally recognized Indian tribal governments or, until further guidance, any tribally chartered corporation wholly owned by a federally recognized Indian tribal government.  Those not required in 2012 may choose to voluntarily comply this year and could be required in future years but the IRS will give at least six months of advance notice of any changes to the transition relief.

In general, the amount reported should include both the portion paid by the employer and the portion paid by the employee whether or not it was pre-tax.  In the case of a health FSA, the amount reported should not include the amount of any salary reduction contributions.

The cost of these health care benefits will be reported in Box 12 of the Form W-2, with Code DD.  It is listed for informational purposes only, and is not taxable.

The transition relief applies to the following:

  1. Employers who filed fewer than 250 Forms W-2 for the previous calendar year (employers who filed fewer than 250 W-2s for 2011 tax year) will not be required to report the cost of coverage on the 2012 W-2s.
  2. Multi-employer plans.
  3. Health Reimbursement Arrangements.
  4. Dental and vision plans that are not integrated into another group health plan or that give participants the choice of declining the coverage or electing it and paying an additional premium.
  5. Self-insured plans of employers not subject to COBRA continuation coverage or similar requirements.
  6. Employee assistance programs, on-site medical clinics, or wellness programs for which the employer does not charge a premium under COBRA continuation coverage or similar requirements; and
  7. Employers furnishing W-2s to employees who terminate before the end of a calendar year and request their W-2 before the end of that year.

Employers are not required to create a W-2 for the sole purpose of reporting health coverage.

Click Here for more detailed information on this topic.

 Legal Disclaimer: This article is intended for informational purposes only and by no means should replace or substitute other legal documents (governmental or non-governmental) reflecting similar content or advice. If you have any questions concerning your situation or the information provided, please consult with an attorney, CPA or HR Professional.

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FUTA Credit Reduction – Anticipated States and Rates

Sunday, October 28th, 2012

FUTA Credit ReductionThere are 18 states and one territory (Virgin Islands) that are anticipated to have FUTA credit reductions imposed for 2012 unemployment taxes.  “Credit reduction” states are states that did not repay the funds borrowed from the federal government to pay unemployment benefits and as a result have additional federal unemployment tax due in January with their 2012 quarter 4 returns.

The 18 states projected for 2012 are: Arizona, Arkansas, California, Connecticut, Delaware, Florida, Georgia, Indiana, Kentucky, Missouri, Nevada, New Jersey, New York, North Carolina, Ohio, Rhode Island, Vermont and Wisconsin. This is based on a projection from the Department of Labor.  PCS will send additional notifications after the official list is released at the end of November.

These projected credit reductions would increase the 2012 Federal Unemployment rate by 0.3% for Arizona, Delaware and Vermont (an additional $21 per employee), 0.9% for Indiana (an additional $63 per employee) and 0.6% for the remaining states (an additional $42 per employee).

Employers in credit reduction states would need to calculate the credit reduction as an adjustment to their FUTA tax on their 2012 Form 940, Employer’s Annual Federal Unemployment (FUTA) Tax Return.  PCS clients with the Full Tax Service will have debits in January to collect any additional FUTA tax needed for the quarter 4 deposits.

States Reduction Rate
Arizona .003
Arkansas .006
California .006
Connecticut .006
Delaware .003
Florida .006
Georgia .006
Indiana .009
Kentucky .006
Missouri .006
Nevada .006
New Jersey .006
New York .006
North Carolina .006
Ohio .006
Rhode Island .006
Vermont .003
Virgin Islands .006
Wisconsin .006


Legal Disclaimer: This article is intended for informational purposes only and by no means should replace or substitute other legal documents (governmental or non-governmental) reflecting similar content or advice. If you have any questions concerning your situation or the information provided, please consult with an attorney, CPA or HR Professional.


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