Sep 232017
 

Starting January 1, 2018, employers in Washington will be required to provide most of their employees with sick leave.

Accrual

  • Most employees must accrue paid sick leave at a minimum rate of one hour of paid sick leave for every 40 hours worked. This includes part-time and seasonal workers.
  • Paid sick leave must be paid to employees at their normal hourly compensation rate.
  • Employees are entitled to use accrued paid sick leave beginning on the 90th calendar day after the start of their employment.
  • Unused paid sick leave of 40 hours or less must be carried over to the following year.

Usage

Employees must be paid sick leave:

  • To care for themselves or their family members
  • When the employee’s workplace or their child’s school or place of care has been closed by a public official for any health-related reason
  • For absences that qualify for leave under the state’s Domestic Violence Leave Act.

Employers may allow employees to use paid sick leave for additional purposes.

Rulemaking for paid sick leave

The Department of Labor & Industries (L&I) is developing rules to explain and enforce the new requirements. These rules will include:

  • Procedures for employers to notify their employees
  • Recordkeeping and reporting requirements regarding paid sick leave
  • Processes to protect employees from retaliation for the lawful use of paid sick leave

The rules are being developed in two phases:

  1. employer requirements and employee rights, and
  2. enforcement of the new law

Opportunities for public comment on employer requirements and employee rights ended September 1. Rulemaking for enforcement of the new law is underway and includes opportunities for public comment at these public hearings:

November 8, 10:00am
Spokane Center Place Auditorium
2426 N Discovery Pl
Spokane Valley, WA 99216

November 9, 10:00am
L&I Tumwater Auditorium
7273 Linderson Way SW
Tumwater, WA 98501

A prehearing overview of the draft proposaed rules begins at 9 a.m. for each public hearing.

 

Source: Washington Department of Labor & Industries

 Posted by at 10:41
Sep 232017
 

If you plan to change the account you use to fund your payroll, we need to know!

Please let your payroll specialist know as soon as you know you will be making a change.  Your Payroll Specialist will provide you with a new Electronic Funds Transfer authorization form.  We will also need a voided check for the new account.

Using these two items, your Payroll Specialist will re-enroll your company for EFT with the new bank account information.  This process takes a minimum of 2 business days.

Give us enough lead time to make sure the process goes smoothly!

 Posted by at 10:32
Sep 232017
 

When T4P runs your payroll, we always make sure you are notified of your cash requirement amounts.

The fund transactions will be of different types:  payroll direct deposit, live checks, taxes and payroll service invoice.

In your payroll bundle there is one report in particular that brings it all together for you:  the Cover Page.

On the right side of the Cover Page you will notice a Bank Information section which will look something like this:

Sample of Bank Account Information section of Cover Page

Remember, the electronic debits will be effective early morning the banking day before your pay date (before the bank even opens), unless you have made a different arrangement with your Payroll Specialist.

 Posted by at 10:31
Sep 232017
 

What is it?

Form I-9 (Employment Eligibility Verification) requirements stem from the Immigration Reform and Control Act of 1986. This act prohibits employers from hiring and employing an individual for employment in the U.S. knowing that the individual is not authorized with respect to such employment. Employers are also prohibited from continuing to employ an individual knowing that he or she is unauthorized for  employment. This law also prohibits employers from hiring any individual, including a U.S. citizen, for employment in the U.S. without verifying his or her identity and employment authorization on Form I-9.

Who must fill out the form?

Employers are required to complete and retain a form I-9 for every employee they hire for employment in the United States, except for:

  • Individuals hired on or before November 6, 1986 who are continuing in their employment
  • Individuals employed for casual domestic work in a private home on a sporadic, irregular, or intermittent basis
  • Independent contractors or individuals providing labor to you if they are employed by a contractor providing contract services (for example, employee leasing or temporary agencies)
  • Individuals not physically working in the U.S.

Federal law prohibits individuals or businesses from contracting with an independent contractor knowing that the independent contractor is not authorized to work in the U.S.

The process

The I-9 form consists of three sections:

  • Section One: Employee information and attestation (completed by employee)
  • Section Two: Employer review and verification (completed by employer or authorized representative)
  • Section Three: Reverification and Rehires (completed by employers for employees who are rehired or whose employment authorization requires reverification)

Section 1

When completing Form I-9, you must make available to your employee the complete instructions to the form and the list of acceptable documents. Your newly hired employee must complete and sign Section 1 of Form I-9 no later than their first day of employment.

You may have your employee complete Form I-9:

  • On their first day of employment for pay
  • Before their first day of hire, if you have offered the individual a job and if they have accepted the offer

Employee responsibilities for Section 1

Employees can have help completing Section 1, including using a translator.

Employees must provide their:

  • Full legal name
    • if the employee has two last names (family names), include both. If the employee has two first names (given names), include both
    • if the employee only has one name, enter it in the Last Name field, then enter “Unknown” in the First Name field
    • If the employee hyphenates his or her first or last names, include the hyphen (-) between the names
    • Include the middle initial, if the employee has a middle name
  • Other names used, if applicable, such as maiden name
  • Current address, including street name and number, city state and ZIP code. Include the apartment number or letter if applicable
  • Date of birth
  • Check mark next to the appropriate box to indicate whether they are a U.S. citizen or noncitizen national, lawful permanent resident of the U.S., or alien authorized to work in the U.S.
  • Alien Number/USCIS Number, Form I-94 admission number, or foreign passport number, including country of issuance
  • Signature and date

Employer responsibilities for Section 1

You must:

  • Review the information your employee provided in Section 1
  • Ensure that your employee provided information in all required fields (note: your employees are not required to provide a Social Security Number in Section 1)
  • Ensure your employee signed and dated the form
  • Ensure the Preparer or Translator section has been completed, signed, and dated if your employee used a preparer or translator

In addition:

  • You should note whether your employee indicated in Section 1 that their employment authorization will expire.
  • You may need to reverify your employee’s authorization when it expires. You may want to remind your employees at least 90 days before the expiration date that they will need to present a List A or List C document to show continued employment authorization for reverification purposes. Employees must present these documents on or before the date their current employment authorization expires.
  • The expiration date for employment authorization provided by your employee in Section 1 may or may not match the expiration date of the List A or List C document your employee presents for Section 2. The earlier date should be used for verification purposes.

Section 2

Employers must complete and sign Section 2 of Form I-9 within 3 business days of the date of hire of their employee.

Employee responsibilities for Section 2

Employees must present unexpired original documentation that shows the employer their identity and employment authorization. Your employees choose which documentation to present.

Employees must present:

  • One document from List A; or
  • One document from List B in combination with one document from List C

Note:

  • List A contains documents that show both identity and employment authorization
  • List B documents show identity only
  • List C documents show employment authorization only

Employer responsibilities for Section 2

An employer or an authorized representative of the employer completes Section 2. Employers or their authorized representatives must physically examine the documentation presented by the employee and sign the form.

The employer or authorized representative must:

  • Enter the employee’s last name, first name, middle initial, and select the correct citizenship/immigration number in the “Employee Info from Section 1” area at the top of Section 2
  • Ensure that any document your employee presents is original and on the list of acceptable documents, or is an acceptable receipt
  • Physically examine each document to determine if it reasonably appears to be genuine and to relate to your employee presenting it. If you determine the document does not reasonably appear to be genuine or relate to your employee, allow your employee to present other documentation from the List of Acceptable Documents
  • Enter the document title, issuing authority, number, and expiration date from the original documents your employee presented
  • Enter the date your employee began or will begin work for pay
  • Enter the first and last name, signature, and title of the person completing Section 2, as well as the date the Section was completed
  • Enter the employer’s business name and address. If your company has multiple locations, use the most appropriate address, such as where Form I-9 is completed
  • Return the documentation presented back to the employee

Section 3

Employers must complete Section 3 when an employee’s employment authorization or documentation of employment authorization has expired.

Employers may complete Section 3 when an employee is rehired within 3 years of the date that the Form I-9 was originally completed, or the employee has had a legal name change.

Employers should not reverify:

  • U.S. citizens and noncitizen nationals
  • Lawful permanent residents who presented a Form I-551, Permanent Resident or Alien Registration Receipt card for Section 2. This includes conditional residents.
  • List B documents

Rehires

If you rehire an employee within 3 years of the date that a previous I-9 form was complete, you may either complete a new Form I-9 for your employee or complete Section 3 of the previous I-9.

To complete Section 3 for rehires, you must:

  • Confirm that the original Form I-9 relates to your employee
  • Review the original Form I-9 to determine if the employee is still authorized to work, including whether employment authorization documentation presented in Section 2 (List A or List C) as since expired.
  • If your employee is still authorized to work, enter the date of rehire in the space provided in Section 3.
  • If the employee is no longer authorized to work or the employment authorization documentation has since expired, request that the employee present an unexpired List A or List C document. Do not reverify an employee’s List B (identity) document. Enter the document information and the date of rehire in the spaces provided in Section 3. If the current version of Form I-9 is different from the previously completed form, you must complete Section 3 on the current version
  • Sign and date Section 3.
 Posted by at 10:19
Sep 232017
 

Oregon Saves is a new state-sponsored program that provides a vehicle for employees to save for retirement.

This program applies to all employers who don’t already offer a retirement plan to their employees.

Eligible employers will need to implement on the following timeline:

  • more than 100 employees: enroll in October 2017, start participating November 15th, 2017
  • 50 – 99 employees: enroll in April 2018, start participating May 15th, 2018
  • 20 – 49 employees: enroll in November 2018, start participating December 15th, 2018
  • 10 – 19 employees: enroll in April 2019, start participating May 15th, 2019
  • 5 – 9 employees: enroll in October 2019, start participating November 15th, 2019
  • 4 or fewer employees: enroll in April 2020, start participating May 15th, 2020

Most interaction with the plan will be through a website. Oregon Saves will mail an enrollment form to all employers of record in the state with instructions on either certifying they are exempt, or enrolling in the program.

New employers will be subject to the rules starting 90 days after being deemed an employer.

Once an employer is a participant in Oregon Saves, all new hires will be enrolled by default, with a savings rate of 5% of gross earnings. The rate will automatically increase each year thereafter by 1%, up to a maximum savings rate of 10%.

Employees can choose to change their savings rate, including stopping contributions.

Here is an introductory video that explains the program:

 Posted by at 10:18
Sep 232017
 

The minimum wage in Washington State is $11.00 per hour in 2017.  This minimum wage applies to all jobs, including agriculture. Employers must pay employees age 16 and older at least $11.00 per hour in 2017.

Employers are allowed to pay 85% of the minimum wage to employees under age 16. For 2017, this equates to $9.35 per hour.

Seattle, Tacoma, and the City of SeaTac currently have higher minimum wage rates. The local rate applies if it is higher than the state minimum wage rate.

Overtime pay requirements are not affected.

The minimum wage will increase annually over the next three years:

  • 2018: $11.50
  • 2019: $12.00
  • 2020: $13.50

Source: Washington Department of Labor & Industries

 Posted by at 08:43