Wednesday, February 18, 2015

IRS To Scrutinize Distinction Between Employees, Contractors As ACA Mandate Takes Effect.

The New York Times reports that the IRS is expected to more heavily scrutinize the distinction between employees and self-employed independent contractors this year because of the Affordable Care Act’s requirement that employers with more than 50 workers offer health coverage. Jeffrey Saviano, Americas director of indirect tax at Ernst & Young, said, “The stakes are higher for companies and the government because of the implementation of the A.C.A. and the employer mandate taking effect in 2015.” Tax lawyer Ian Shane suggested that the desire to avoid the expense and   hassle of compliance with the mandate provides an incentive for small businesses to classify some workers as contractors.

The New York Times  also reported that people “who overcame the challenges of Healthcare.gov and succeeded in buying health insurance under the Affordable Care Act last year now face a new set of hurdles in the form of daunting tax forms.” The article offers tips for taxpayers navigating the ACA’s new requirements, noting that those with employer-based health insurance or Medicare or Medicaid coverage will only have to check a box on Form 1040. People who qualify for an exemption from coverage will “need to fill out Form 8965.”

For more updates on ACA and how it might affect your company and your employees be sure to visit The LL Roberts Group “Obamacare” page. This page is entirely devoted to providing our current and prospective clients, agents and affiliates with news, updates and opinions concerning the Affordable Healthcare Act or ACA.

If you have any questions on how a PEO can assist your company with the Afffordable Heathcare Act, please contact a LL Roberts Group PEO Consultant (toll free) at 877.878.6463. You can even talk to us on Facebook or Twitter.


Wednesday, February 4, 2015

How To Handle Complainers In The Workplace

It’s seems like every workplace has that one employee (or maybe more) who just like to complain. Complainers at work can drain you and your co-workers of energy, focus, and desire, resulting in an adverse impact on moral and even your company’s bottom-line. Ignoring chronic complainers can be like sticking your head in the sand and hoping it changes over time is not a solution. Few seem to realize the actual impact that these staff members have on your company and its culture and the long term effects it can produce. In order to effectively deal with complainers, consider utilizing the following three courses of action (or steps):

Step One
As the business owner or manager assess how you feel about the complainer. Don’t get hung-up on the negative; instead focus on the positives that the employee brings to your company. Focus on having a non-emotional discussion with the complainer--be positive.  Address the complainer with the attitude that you are striving to create a positive change or solution. 

Step Two
Make a plan with the complainer on how you want to address his or her concerns or perceived issues moving forward. For instance:
  • Involve the complainer is developing a solution. Acknowledge the concerns of the complainer. During discussions with the complainer focus on solving the problem instead of just venting. Ask for solution ideas.  You want the complainer involved in the solution—they need to have buy-in. This approach with the complainer sets a good example for the rest of the staff. 
  • Make the complainer feel comfortable with offering ideas.  It may be necessary for you to throw out some ideas (prime the pump so that the complainer sees what you are looking for. Make them feel at ease.

Step Three
Be encouraging and appreciative for the complainer’s cooperation and constructive feedback. You have to avoid focusing on any negatives.  Just keep the complainer on track by acknowledging and supporting the constructive feedback from the complainer.  Be consistent in how you address the complainer or different complainers over time.

Remember, negativity breeds more negativity. So, it’s crucial to address complainers early. Strive to create a positive, professional, and productive environment at work.  Negativity is “contagious”, so it's important to recognize it, address it, and turn it around. With planning and follow-through, you'll create a business environment where positive attitudes are recognized and rewarded and where your employees can feel good about themselves and your company.

Remember that your PEO Services Provider can offer you and your managers a variety of Human Resources solutions and resources, in addition to consultative support.  So feel free to contact our HR Department or your LL Roberts Group PEO Consultant for more information or support.  Reach the LL Roberts Group (toll free) at 877.878.6463 or you can talk to us on Facebook!


Thursday, January 29, 2015

February 1 is quickly approaching and that means OSHA 300A's are here!

Another February is around the corner and it's that time again to look at the process to prepare the this year's 300A Summary using the previous year's OSHA 300 Log. The 300A contains all the information of Work-Related Injuries and Illnesses in your 300 log in a condensed version. Employers with 10 or more employees must post a summary of the previous calendar year’s injuries and illnesses. If your company location has fewer than 10 employees, OSHA may still require your organization to complete the OSHA 300 log and summary if your total organization has more than 10 employees. Not all businesses must complete the OSHA log. Click HERE for a list of the exempt businesses.
To complete the 300 log, which contains all the information you need for the 300A Summary log, employers must classify work-related injuries or illnesses. The basic parts to the 300 Log that are recordable are death, loss of consciousness,  days away from work, restricted work activity or job transfer, and medical treatment beyond first aid. You must update the OSHA 300 log within seven days after each injury or illness. To complete the 300A Summary log, total up all the events from the 300 Log and complete the 300A. An employer subject to this requirement must post the OSHA 300A Summary log even if the employer had no reportable injuries/illnesses in the prior year. In addition to the posting requirement, employees with no fixed work site or no access to posted sites must be provided with a copy of the report.

While every injury on the job should be taken seriously, not every incident is “recordable” for OSHA record keeping purposes. For example, an employee may receive only first-aid treatment or the incident may be an exacerbation of an earlier injury already reported. If you need more details, the OSHA/ Department of Labor  Web site is very informative and can be very helpful.  Click HERE for "step by step" 300 & 300A record keeping information.
The 300A Summary Log must be posted from February 1st to April 30th. The log must be posted in a visible place that your employees can easily view. The break room or by the time clock are two good places that have a lot of employee traffic. The highest ranking company executive or manager at each location must sign the 300A certifying that he or she agrees with the 300A Summary. The OSHA 300 log and the posting of the OSHA 300A Summary is a complex process. After they are completed, do not send the forms to OSHA unless they specifically request them. However, any inspection will no doubt include a review of the forms. 

Should you have any questions concerning, your OSHA 300 and 300A Summary log please contact your LL Roberts Group PEO Risk Management Department (toll free) at 877.878.6463. or you can talk to us on Facebook!

Monday, December 8, 2014

Holiday Office Party Tips For Playing It Safe!

It’s that wonderful time of the year again and for those of us that have been in the workplace for many years, we can likely recall the crazy office parties that went well into the night and may have even ended the next day with an awful hangover and a few regrets. That fact is that when it comes to office parties the best advice for business owners and employees alike is “not to party like its 1999”.

While office holiday parties are a good way for a company’s owners and executives to show their appreciation to employees, clients, and vendors alike, these types of gatherings can get a company into plenty of legal trouble too. Why so? In a word…“alcohol”.

Many an office party has had an unhappy ending when and over served employee or guest made un unwelcomed sexual advance to a coworker or other guest; or possibly worse, was involved in a serious car accident on the way home. Either way, the company hosting the party can be held liable.

1. You are liable! A good idea is to check your business insurance and see if you are covered in the vent that a mishap occurs in conjunction with the party.  A commercial general liability policy may cover liquor liability, but that doesn’t cover sexual harassment or a physical assault by a party attendee. Call your insurance agent to see what your policy covers.
2. Establish expectations for your employees and guests. Office Parties are usually given to show the company’s appreciation for its employees, clients, vendors, or other supporters.  However, the key point is that it is still a “work related event”. Everyone needs to understand this point and be advised that normal office protocol and professional behavior is still expected (even if alcohol is being served).  Send out an email to the staff and post the same message on the company bulletin board that reminds everyone what is expected of them.
3. Pick a theme that doesn’t encourage trouble. Having a party at a local pub with an open bar sends a direct message to everyone attending…”Let’s Party!” Many companies have enjoyable events that do not serve alcohol; of course that’s an option that you may consider.  Having the party during the day as a luncheon or open house is another consideration; keep in mind that  these events can be alcohol free or simply encourage moderate alcohol consumption (as opposed to an afterhours or night time event). Maybe, you can just issue “drink tickets” to each guest (no more than 3 is advised), but watch out, unused tickets can easily end-up with someone getting over served.
4. Have a plan for the party’s end. Arrange for a car service to be ready at the party’s conclusion.  Keep the number for a local cab service ready and easily accessible for hosts to make quick arrangements for a ride. Make sure that the attendees know when the party is supposed to end in advance and then stick to that time. Keep a watchful eye out for anyone that may have had too much to drink and then take the necessary steps to get them home, safely.

So, keep in mind that holiday office parties are a company’s responsibility and may be a liability to be considered. Unfortunately, these types of events can be a human resources department’s nightmare. To learn more about how a PEO can augment or support your company’s human resources related needs contact the LL Roberts Group (toll free) at 877.878.6463.   You can even talk to us on Facebook!


Thursday, December 4, 2014

What You Need To Know About OSHA's New Reporting Requirements For January 1, 2015

Beginning Jan. 1, 2015, there will be a change to what covered employers are required to report to the Occupational Safety and Health Administration (OSHA). Employers will now be required to report all work-related fatalities within 8 hours and all in-patient hospitalizations, amputations, and losses of an eye within 24 hours of finding about the incident.
Previously, employers were required to report all workplace fatalities and when three or more workers were hospitalized in the same incident. The updated reporting requirements have a life-saving purpose: they will enable employers and workers to prevent future injuries by identifying and eliminating the most serious workplace hazards.
Employers have three options for reporting these severe incidents to OSHA. They can call their nearest area office during normal business hours, call the 24-hour OSHA hotline at 1-800-321-OSHA (1-800-321-6742), or they will be able to report online at www.osha.gov/report_online.
In addition to the new reporting requirements, OSHA has also updated the list of industries that, due to relatively low occupational injury and illness rates, are exempt from the requirement to routinely keep injury and illness records. The previous list of exempt industries was based on the old Standard Industrial Classification system and the new rule uses the North American Industry Classification System to classify establishments by industry. The new list is based on updated injury and illness data from the Bureau of Labor Statistics. The new rule maintains the exemption for any employer with 10 or fewer employees, regardless of their industry classification, from the requirement to routinely keep records of worker injuries and illnesses.

Join OSHA for an online discussion Dec 11
OSHA will be on Twitter, Dec. 11, 2014 to answer your questions about the new reporting requirements going into effect at the beginning of the new year. Join the Twitter chat from 12-1 p.m. CST, where you can ask questions and follow the conversation live using the hashtag #Reporting2015.

Let's Review:

Starting January 1, 2015 all employers* must report: 
  • All work-related fatalities within 8 hours
Within 24 hours, all work-related
  • Inpatient hospitalizations
  • Amputations / Losses of an eye  
How to Report Incident
  • Call 1-800-321-OSHA (6742)
To find your nearest OSHA area office, during normal business hours (www.osha.gov/html/RAmap.html)   or  Visit http://www.osha.gov/report_online   


Should you have any questions concerning, OSHA Compliance please contact your LL Roberts Group PEO Risk Management Department (toll free) at 877.878.6463. or you can talk to us on Facebook!

 

Tuesday, November 11, 2014

On Veterans Day, We Thank You For You Service.

We honor all our men & women in uniform, past, present, and future. Thank You for your service and courage. We thought we would share some history about our Veterans on their day. 

Veterans Day originated as “Armistice Day” on Nov. 11, 1919, the first anniversary of the end of World War I. Congress passed a resolution in 1926 for an annual observance, and Nov. 11 became a national holiday beginning in 1938.


Veterans Day is not to be confused with Memorial Day–a common misunderstanding, according to the U.S. Department of Veterans Affairs. Memorial Day (the fourth Monday in May) honors American service members who died in service to their 
country or as a result of injuries incurred during battle, while Veterans Day pays tribute to all American veterans–living or dead–but especially gives thanks to living veterans who served their country honorably during war or peacetime.

The First Veterans Day

Alvin J. King, the uncle of John Cooper, a soldier killed in World War II, approached his congressman, Edward J. Rees, and asked that Armistice Day be changed to a holiday that would honor all veterans from all wars. Congressman Rees did as asked and on June 1, 1954, 
Many Americans thought that the date of Veterans Day was much too important to be altered, and in 1975, Congress changed the law. Since 1978, Veterans Day has been held on Nov. 11.

Veterans Day Facts & Stats 


  • In 1954, President Eisenhower officially changed the name of the holiday from Armistice Day to Veterans Day. 
  • In 1968, the Uniform Holidays Bill was passed by Congress, which moved the celebration of Veterans Day to the fourth Monday in October. The law went into effect in 1971, but in 1975 President Ford returned Veterans Day to November 11, due to the important historical significance of the date.
  • Britain, France, Australia and Canada also commemorate the veterans of World Wars I and II on or near November 11th: Canada has Remembrance Day, while Britain has Remembrance Sunday (the second Sunday of November). 
  • In Europe, Britain and the Commonwealth countries it is common to observe two minutes of silence at 11 a.m. every November 11.
  • George Patton, the famous World War II American military officer, was born on November 11, in 1885. Although he was born before Veterans Day was established, it is interesting that this famous war heroes shares his birthday with a day that honors veterans live now.
  • There are approximately 23.2 million military veterans in the United States.
  • 9.2 million veterans are over the age of 65.
  • 1.9 million veterans are under the age of 35.
  • 1.8 million veterans are women.
  • 7.8 million veterans served during the Vietnam War era (1964-1975), which represents 33% of all living veterans.
  • 5.2 million veterans served during the Gulf War (representing service from Aug. 2, 1990, to present).
  • 2.6 million veterans served during World War II (1941-1945).
  • 2.8 million veterans served during the Korean War (1950-1953).
  • 6 million veterans served in peacetime.

The brave men and women who serve and protect the U.S. come from all walks of life; they are parents, children and grandparents. They are friends, neighbors and coworkers, and an important part of their communities. If you know a Veteran or see one, be sure to thank them for their service. Today and every day. 

Thursday, September 18, 2014

Basic Workplace Safety Made Simple

Have you ever wondered how your office, job site,or facility would score after a safety inspection? Here is a basic overview of what to look for and see where you might find some areas of improvement. Not all sections on this overview will apply to everyone, but almost everyone will find something on here that will apply to them. By performing regular safety inspections, you help keep the workplace safe by identifying and correcting hazards in the workplace. Inspection frequency depends on the hazard level of the workplace; sites may need checks at every shift, daily, quarterly or annually. Document the inspection observations, identified hazards, and the corrective actions taken.

To start, focus on the administrative records and postings at the workplace. SDS or MSDS binders, safety programs, procedures, trainings, and records need to be up to date and accurate. Critical procedures (e.g. spill cleanup, evacuation) should be posted in prominent locations. Required employer postings (e.g. OSHA, Workers Compensation, and labor law) must be “likely to be seen” by employees.

Floor surfaces should be clean and free of slip hazards such as dirt, granular substances, equipment parts, water, or oil. Wet surfaces should be covered with non-slip materials. Holes in the floor, sidewalk, carpet, or other walking surface should be repaired properly, covered, or made safe.

For good housekeeping, items and debris should be kept up off floors and out of walkways. Stored items need to be stacked properly on shelving units firmly attached to the wall; heavier items should be on the bottom, lighter items stored on top shelves. Items stored on tops shelves require 18” clearance from fire sprinkler systems. Unsecured stacks on floors should not exceed 72” in height.

Electric panels should have 36” clearance in front. Power cords to equipment should be intact; repair or replace frayed cords. Check that extension cords do not cross walkways and are used only temporarily. Additional power outlets should be installed if extension cords are necessary on a permanent basis or there are “daisy chained” power strips. Ground Fault Circuit Interrupter (GFCI) outlets should be installed around wet areas.

Aisles and walkways need 36” clearance in an office and 44” in a shipping area. Clearly mark emergency exits so they can be seen from any point in the facility. Keep exits clear of stacked material and other impediments. Label doors that are not exits to avoid confusion. Fire doors should not be propped open.

Ensure equipment and tools are in good working order; place defective equipment out of service. Check that equipment guards and protective coverings are in place. Store chemicals within their compatible classes; flammables should be kept in a secured flammable cabinet. Personal protective equipment should be clean and accessible with available areas and materials for decontamination and storage.

Test fire alarms and sprinkler systems annually. Fire extinguishers should be checked for charge monthly and recharged annually. Inspect first aid kits periodically and replenish or replace supplies when needed. 


If you have any questions concerning work place safety and how you can improve your employees safety, please contact the LL Roberts Group PEO Risk Management department (toll free) at 877.878.6463. You can even talk to us on Facebook!