Vision Payroll

April 25, 2014

Question of the Week: How Can I Answer My Employees’ Questions About the I-9?

 

How Can I Answer My Employees’ Questions About the I-9?

How Can I Answer My Employees’ Questions About the I-9?

This week’s question comes from Kate, an office manager.

Kate asks:

When we ask new hires to complete the I-9, they often have questions about the form. How can I answer my employees’ questions about the I-9?

Answer: Form I-9, Employment Eligibility Verification, now has a new companion form. The Form I-9, Employment Eligibility Verification Employee Information Sheet is now available from the US Citizenship and Immigration Services (USCIS).

Answers To Common Questions Provided

Many common questions are answered in the information sheet. Among the questions answered are the following:

  • What is the purpose of the Form I-9?
  • Is Form I-9 available in other languages?
  • Which documents do I need to show my employer?

Information Sheet Is Available in Seventeen Other Languages

In addition to English, the information sheet is also available in the following languages:

  1. Arabic
  2. Carolinian
  3. Chamorro
  4. Chinese
  5. French
  6. German
  7. Haitian-Creole
  8. Italian
  9. Japanese
  10. Korean
  11. Marshallese
  12. Palauan
  13. Portuguese
  14. Russian
  15. Spanish
  16. Tagalog
  17. Vietnamese

Visit the USCIS Foreign Language Resources page for more information.

Provide the Form I-9, Employment Eligibility Verification Employee Information Sheet To New Hires

Vision Payroll recommends providing the Form I-9, Employment Eligibility Verification Employee Information Sheet to new hires coincident with the completion of Form I-9 to assist employees in proper completion of the Form I-9.

September 27, 2013

Question of the Week: Can We Deliver Our Notices of Coverage Options by E-Mail?

Can We Deliver Our Notices of Coverage Options by E-Mail?
This week’s question comes from Heather, an HR director.

Heather asks:

I know that we our required to deliver our Obamacare notices (Notice to Employees of Coverage Options under Fair Labor Standards Act §18B) by October 1, 2013. Can we deliver our Notices of Coverage Options by e-mail?

Answer: The Notice to Employees of Coverage Options under Fair Labor Standards Act §18B may be delivered electronically as long as the safe-harbor requirements of 29 CFR 2520.104b-1(c) are met.

29 CFR 2520.104b-1(c)

(c) Disclosure through electronic media

(1) Except as otherwise provided by applicable law, rule or regulation, the administrator of an employee benefit plan furnishing documents through electronic media is deemed to satisfy the requirements of paragraph (b)(1) of this section with respect to an individual described in paragraph (c)(2) if:

(i) The administrator takes appropriate and necessary measures reasonably calculated to ensure that the system for furnishing documents—

(A) Results in actual receipt of transmitted information (e.g., using return-receipt or notice of undelivered electronic mail features, conducting periodic reviews or surveys to confirm receipt of the transmitted information); and

(B) Protects the confidentiality of personal information relating to the individual’s accounts and benefits (e.g., incorporating into the system measures designed to preclude unauthorized receipt of or access to such information by individuals other than the individual for whom the information is intended);

(ii) The electronically delivered documents are prepared and furnished in a manner that is consistent with the style, format and content requirements applicable to the particular document;

(iii) Notice is provided to each participant, beneficiary or other individual, in electronic or non-electronic form, at the time a document is furnished electronically, that apprises the individual of the significance of the document when it is not otherwise reasonably evident as transmitted (e.g., the attached document describes changes in the benefits provided by your plan) and of the right to request and obtain a paper version of such document; and

(iv) Upon request, the participant, beneficiary or other individual is furnished a paper version of the electronically furnished documents.

(2) Paragraph (c)(1) shall only apply with respect to the following individuals:

(i) A participant who—

(A) Has the ability to effectively access documents furnished in electronic form at any location where the participant is reasonably expected to perform his or her duties as an employee; and

(B) With respect to whom access to the employer’s or plan sponsor’s electronic information system is an integral part of those duties; or

(ii) A participant, beneficiary or any other person entitled to documents under Title I of the Act or regulations issued thereunder (including, but not limited to, an “alternate payee” within the meaning of section 206(d)(3) of the Act and a “qualified beneficiary” within the meaning of section 607(3) of the Act) who—

(A) Except as provided in paragraph (c)(2)(ii) (B) of this section, has affirmatively consented, in electronic or non-electronic form, to receiving documents through electronic media and has not withdrawn such consent;

(B) In the case of documents to be furnished through the Internet or other electronic communication network, has affirmatively consented or confirmed consent electronically, in a manner that reasonably demonstrates the individual’s ability to access information in the electronic form that will be used to provide the information that is the subject of the consent, and has provided an address for the receipt of electronically furnished documents;

(C) Prior to consenting, is provided, in electronic or non-electronic form, a clear and conspicuous statement indicating:

(1) The types of documents to which the consent would apply;

(2) That consent can be withdrawn at any time without charge;

(3) The procedures for withdrawing consent and for updating the participant’s, beneficiary’s or other individual’s address for receipt of electronically furnished documents or other information;

(4) The right to request and obtain a paper version of an electronically furnished document, including whether the paper version will be provided free of charge; and

(5) Any hardware and software requirements for accessing and retaining the documents; and

(D) Following consent, if a change in hardware or software requirements needed to access or retain electronic documents creates a material risk that the individual will be unable to access or retain electronically furnished documents:

(1) Is provided with a statement of the revised hardware or software requirements for access to and retention of electronically furnished documents;

(2) Is given the right to withdraw consent without charge and without the imposition of any condition or consequence that was not disclosed at the time of the initial consent; and

(3) Again consents, in accordance with the requirements of paragraph (c)(2)(ii)(A) or paragraph (c)(2)(ii)(B) of this section, as applicable, to the receipt of documents through electronic media.

Contact Vision Payroll for Further Information

Contact Vision Payroll if you have further questions on the Notice to Employees of Coverage Options under Fair Labor Standards Act §18B.

May 31, 2013

Question of the Week: How Will the Provisions of Obamacare Impact my Business in 2014?

Surviving ObamacareThis week’s question comes from Stephen, a small-business owner.

Stephen asks:

I know that some provisions of Obamacare will impact my business starting 2014. How will the provisions of Obamacare impact my business in 2014?

Answer: There are many provisions of The Patient Protection and Affordable Care Act, commonly known as Obamacare, which will take effect in 2014. To begin preparing, business owners will need to know:

  • How to minimize the impacts of the law.
  • Are you covered by the “Pay or Play” insurance coverage mandates?
  • Legal considerations to help employers decide whether to “Pay” or “Play”.
  • Important aspects of health insurance exchanges, safe harbor provisions, employee classifications, tax credits, automatic enrollments, and much, much more!

Attend a Free Seminar to Learn More

Joseph T. Bartulis, Esq. and Patrick C. Tinsley, Esq. of the law firm of Fletcher Tilton will be presenting a two-part seminar that you won’t want to miss. In addition to covering all of the above topics, the attorneys will be available for a question-and-answer session after the seminar.

Two Dates and Locations to Choose from

Part One will be presented June 12, 2013 at The Verve, Crowne Plaza, Natick, MA and also June 18, 2013 at Cyprian Keyes, Boylston, MA. Part Two will be presented September 24, 2013 at The Verve, Crowne Plaza, Natick, MA and also October 2, 2013 at Cyprian Keyes, Boylston, MA.

Register Today for Helpful Tips on Surviving Obamacare for Your Business

There is no cost to attend, but preregistration is required. Click here to learn more and to register.

March 8, 2013

Question of the Week: When Will the New Form I-9 Be Available?

When Will the New Form I-9 Be Available?
When Will the New Form I-9 Be Available?
This week’s question comes from Allen, an HR Director.

Allen asks:

We have been using the Form I-9 that expired last August. We’re uncomfortable using an expired form. When will the new Form I-9 be available?

Answer: The US Citizenship and Immigration Services (USCIS) today published a new Form I-9, Employment Eligibility Verification. This form is available for immediate use.

Older Versions of Form I-9 May Be Used Until May 7, 2013

Employers who need to make necessary updates to their business processes to allow for use of the new Form I-9 may continue to use other previously accepted revisions (Rev.02/02/09)N and (Rev. 08/07/09)Y until May 7, 2013 date. After May 7, 2013, all employers must use the revised Form I-9 for each new employee hired in the United States.

Revised Form I-9 Has New Features

The revised Form I-9 has several new features, including new fields and a new format to reduce errors. The instructions to the form also more clearly describe the information employees and employers must provide in each section.

English and Spanish Versions Are Available

The new Form I-9 is available in both an English language version and a Spanish language version.

Contact Vision Payroll for Further Information

Contact Vision Payroll if you have further questions on the revised Form I-9.

January 4, 2013

Question of the Week: Why Did My Paycheck Go Down in 2013?

Filed under: News — Tags: , , , , , — Vision @ 4:24 pm

This week’s question comes from Courteney, an office manager.

Courteney asks:

I just received my first 2013 paycheck and it is a lot less than my last check from 2012. Why did my paycheck go down in 2013?

Answer: The biggest impact most employees will see is the impact of the social security tax rate reverting to 6.2% after being 4.2% for 2011 and 2012.

Net Pay to Decrease 2% for Many Employees

For employees whose wages are subject to social security tax, many will see net pay decrease by 2% of gross pay. Employees who participate in a §125 cafeteria plan must reduce gross wages by the amount allocated to the cafeteria plan. Other adjustments to gross pay that reduce social security wages may also impact the calculation.

Social Security Wage Base Increases To $113,700 for 2013

The social security wage base increased from $110,100 in 2012 to $113,700 in 2013. Combined with the increase in the rate to 6.2%, the maximum social security tax withholding went from $4,624.20 in 2012 to $7,049.40 in 2013, or an increase of over 52%.

Federal Withholding Essentially Unchanged for Most Employees in 2013

With the release of Notice 1036 in January 2013, Vision Payroll has revised its withholding to comply with the guidance from the Internal Revenue Service (IRS). Most employees will see a small decrease of anyway from a few cents to just under $10 on a weekly paycheck, depending on federal taxable wages. Employees who earn more than $7,991 on a weekly basis will see federal withholding gradually increase over 2012 amounts. Since the highest rate is now 39.6% in 2013 compared to 35% in 2012, the differential will increase as taxable wages increase.

Vision Payroll Now Using Revised 2013 Withholding Tables for Federal Income Tax Withholding

As noted above, Vision Payroll has implemented the revised 2013 withholding tables for federal income tax withholding that were released by the IRS in Publication 1036.

September 28, 2012

Question of the Week: Where Can I Get the New Form I-9?

Where Can I Get the New Form I-9?
Where Can I Get the New Form I-9?
This week’s question comes from Amy, an office manager.

Amy asks:

We just used the new paperless onboarding when we hired a new employee. The Form I-9, Employment Eligibility Verification, said that it expired on 8/31/2012. When we clicked the link on VisionPayroll.com, that form is also expired. Where can I get the new Form I-9?

Answer: The Form I-9 that is available using our paperless onboarding and on our website is still the current form, even though it indicates that it is expired.

USCIS Authorized Continued Use of Expired Form I-9

In a statement issued on August 13, 2012, the US Citizenship and Immigration Services (USCIS) stated the following:

Until further notice, employers should continue using the Form I-9 currently available on the forms section of http://www.uscis.gov. This form should continue to be used even after the OMB control number expiration date of August 31, 2012 has passed. USCIS will provide updated information about the new version of the Form I-9 as it becomes available.

Employers must complete Form I-9 for all newly-hired employees to verify their identity and authorization to work in the United States.

Visit VisionPayroll.com for Updated Information on Form I-9

Be sure to visit VisionPayroll.com regularly for updated information on Form I-9.

June 22, 2012

Question of the Week: What Is the Additional Medicare Tax?

What Is the Additional Medicare Tax?
What Is the Additional Medicare Tax?
This week’s question comes from Savannah, a corporate controller.

Savannah asks:

Some of our employees are asking us about the Additional Medicare Tax and when we will start withholding it. What is the Additional Medicare Tax?

Answer: The Additional Medicare Tax was enacted as part of the Patient Protection and Affordable Care Act. The Additional Medicare Tax is effective for tax years beginning after December 31, 2012. The rate of the Additional Medicare Tax is 0.9% on wages subject to Medicare Tax that are in excess of an individual’s threshold based on the individual’s filing status for federal income taxes.

Railroad Retirement Tax Act (RRTA) Compensation Is Subject To Additional Medicare Tax

All RRTA compensation that is in excess of the applicable threshold for an individual’s filing status is subject to additional Medicare Tax if it is subject to Medicare Tax.

Individuals Liable for Additional Medicare Tax at Certain Thresholds

If an individual (or individual and spouse, if filing jointly) have qualified income in excess of the threshold for that individual’s filing status, the individual is labile for Additional Medicare Tax. Qualified income is wages, other compensation, and self-employment income.

Thresholds for Different Filing Statuses in 2013

The thresholds in 2013 are as follows:

Filing StatusThreshold
Married Filing Separately$125,000
Single$200,000
Head of Household with Qualifying Person$200,000
Qualifying Widow or Widower with Dependent Child$200,000
Married Filing Jointly$250,000

More Information on the Additional Medicare Tax Will Be Forthcoming

Over the next few weeks, Vision Payroll will be providing more information on the Additional Medicare Tax. Be sure to check back regularly for further updates.

November 18, 2011

Question of the Week: How Can Vision Payroll Help Us Recruit Employees?

Filed under: News — Tags: , — Vision @ 5:35 pm
How Can Vision Payroll Help Us Recruit Employees?
How Can Vision Payroll Help Us Recruit Employees?
This week’s question comes from Natalie, an HR director.

Natalie asks:

We are looking to hire some more employees, but need some help locating talented candidates. How can Vision Payroll help us recruit employees?

Answer: Vision Payroll has partnered with My Recruiting Center to provide a comprehensive solution to employers looking to recruit and hire new employees.

Different Solutions for Different Employer Needs

Vision Payroll and My Recruiting Center know that different employers have different needs. Therefore, employers can pick from three different levels of service:

  1. Self Service Solution
  2. Full Service Solution
  3. Temp/Contract Solution

Self Service Solution: An Easy Way to Advertise Your Job Opening!

The Self Service Solution has three easy steps:

  1. Pick a Job Description—Edit one of ours or use your own;
  2. Choose Your Advertising— Monster, Career Builder, the paper…We have 150+ locations. List your job wherever you choose; and
  3. Review Your Candidates—One list of candidates screened and ranked. No more logging on to multiple sites to get the same resumes over and over again.

Full Service Solution: Want Someone to Recruit for You?

We have a dedicated team of recruiters available and on call to address any recruiting need. From day labor to IT Specialists, we have the expertise to find the right people quickly.

Temp/Contract Solution: Looking for Temporary and Contract Workers?

Whether it’s a project, a day of labor, or a long-term contract, My Recruiting Center can help you find the temporary and contract labor that meets your needs.

Get Started with My Recruiting Center Today!

Simply go to the Vision Payroll home page, click “Payroll Login”, and then sign in to Online Employer. Once in, click the “Recruiting Center” tab on the left and then the company you want to recruit for on the right and you’re ready to go. Contact Vision Payroll if you need help with your Online Employer login or password.

November 11, 2011

Question of the Week: What Is the Holiday Schedule for 2012?

What Is the Holiday Schedule for 2012?
What Is the Holiday Schedule for 2012?
This week’s question is from Herman, an HR Manager.

Herman asks:

We are reviewing our payroll processing schedule for 2012. What is the holiday schedule for 2012?

Answer: There are two types of holidays: those on which payrolls are processed and those on which payrolls are not processed. In addition, companies should also consider that there is no mail pickup or delivery on federal holidays.

UPS Holiday Delivery Schedule Varies

UPS may pickup and deliver on certain holidays, but may not pickup or deliver on other days that are not holidays. Consult the UPS website for further information. The schedule for 2012 holidays is as follows:

DateHolidayFederal
Reserve
Holiday
Payrolls
Processed
1/2/2012New Year's Day (Observed)YesNo
1/16/2012Birthday of Martin Luther King, Jr.YesYes
2/20/2012Washington's BirthdayYesYes
5/28/2012Memorial DayYesNo
7/4/2012Independence DayYesNo
9/3/2012Labor DayYesNo
10/8/2012Columbus DayYesYes
11/12/2012Veterans Day (Observed)YesYes
11/22/2012Thanksgiving DayYesNo
12/25/2012Christmas DayYesNo

Visit VisionPayroll.com for Further Details on Individual Holidays

Contact Vision Payroll if you have any questions on the 2012 holiday schedule and be sure to check VisionPayroll.com for further details as each holiday approaches.

November 5, 2011

Question of the Week: Why Did I Receive a Notice Titled “Your 2012 Federal Tax Deposit Requirements for Form 941”?

Filed under: News — Tags: , , — Vision @ 2:09 pm
Why Did I Receive a Notice Titled "Your 2012 Federal Tax Deposit Requirements for Form 941"?
Why Did I Receive a Notice Titled "Your 2012 Federal Tax Deposit Requirements for Form 941"?
This week’s question comes from Brad, a company owner.

Brad asks:

I recently received a notice from the IRS. Why did I receive a notice titled “Your 2012 Federal Tax Deposit Requirements for Form 941”?

Answer: The Internal Revenue Service (IRS) sends this notice to employers who have a change in deposit frequency.

Employers May Have One of Two Deposit Frequencies

Employers may have one of two deposit frequencies assigned. The first frequency is a semi-weekly frequency assigned to employers who had a tax liability of more than $50,000 during the lookback period. The second frequency is a monthly frequency assigned to employers who had a tax liability of $50,000 or less during the lookback period. For 2012, the lookback period is the period from July 1, 2010 to June 30, 2011.

Semi-Weekly Depositors Have Two Due Dates per Week

Employers assigned a semi-weekly deposit frequency generally must deposit taxes on one a two days each week. Any taxes accumulated for wages paid Saturday, Sunday, Monday, or Tuesday are due on Friday of that week and taxes accumulated for wages paid Wednesday, Thursday, or Friday are due Wednesday of the following week. Holidays or special rules may change those due dates.

Monthly Depositors Have One Due Date per Month

Employers assigned a monthly deposit frequency must deposit taxes accumulated for wages paid during a calendar month by the fifteenth of the following month. Weekends, holidays or special rules may change those due dates.

Weekends and Holidays Extend Due Date

If a due date falls on a weekend or a legal holiday in the District of Columbia, it extends the due date until the next day that is not a weekend or a legal holiday in the District of Columbia.

$100,000 Next-Day Deposit Rule May Apply

For taxpayers with a semi-weekly deposit frequency, if the total accumulated liability reaches $100,000 during any semi-weekly period, that deposit is due the next business day. For taxpayers with a monthly deposit frequency, if the total accumulated liability reaches $100,000 during any monthly period, that deposit is due the next business day. In addition, taxpayers with a monthly deposit frequency who accumulate a liability of $100,000 during a calendar month must deposit using the semi-weekly deposit rules for the remainder of that calendar year, unless the $2,500 rule applies.

$2,500 Rule May Reduce Deposit Frequency

Employers may pay their tax liability when filing Form 941 if their total Form 941 tax liability for either the current quarter or the preceding quarter is less than $2,500 and they did not incur a $100,000 next day obligation during the current quarter.

Vision Payroll Will Make Tax Deposits Following These Rules

Subscribers to Vision Payroll’s Tax Pay and File Service will have their taxes deposited by Vision Payroll in accordance with the above rules.

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