There is no need to remind you, as an employer, of how chaotic the closing of 2012 and start of 2013 is for your organization. Between year end financial obligations and tying up any loose ends for your 2012 clients, it can be a very busy time. Unfortunately, with the coming of 2013’s first quarter, there are additional HR deadlines that must be administered by a certain date and as an employer you are obligated to make sure your business and employees meet those deadlines.
Here are just a few dates to keep in mind, while filling your January, February and March calendar:
January 31, 2013: As an employer, before the month of January officially ends, you are required to provide employees that worked for your organization in 2012 with a Form W-2.
February 1, 2013: This is a key date for any employers subjected to the Occupational Safety and Health Act’s (OSHA) rules and regulations. From January-December, employers are required by law to record, monitor and keep track of all work related injuries and applicable illnesses in an OSHA 300 Log. This OSHA 300 Log must be posted annually – in an easily accessible area for employees – starting February 1 and needs to remain posted until April 30th. Please note, the Occupational Safety and Health Act is very complex. Visit www.osha.gov to learn more about OSHA and if/how it pertains to your organization.
February 1, 2013 (New York State): In New York, this is the date that employers must provide a pay notice by (specifically between January 1st and February 1st) to any new hires, and existing employees that have been subjected to changes in their pay information. The notice must include rates of pay (including overtime rate of pay), how employee is paid (hourly, shift, day, week, commission etc.), scheduled payday and other information pertaining to the employee and employer. This is required by New York’s Wage Theft Prevention Act. WTPA took effect on April 9, 2011. Please visit www.labor.ny.gov for further information and to view sample forms, or click on http://www.labor.ny.gov/formsdocs/wp/P715.pdf to visit a “Wage Theft Prevention Act Fact Sheet” published by New York State.
March 1, 2013: Per the Affordable Care Act, March 1st is the scheduled date that employers are required to alert their employees of state health care exchanges. However, please check with your Benefit Plan Administrator(s) to keep current with this deadline and what it entails.
The following are additional excellent resources that can assist your organization in making sure you meet the deadline!!!
United States Department of Labor (www.dol.gov)
Society for Human Resource Management (www.shrm.org)