DECEMBER Calendar

December is Safe Toys and Gifts Month.

FSA Reminder – Remind employees to submit FSA receipts before EOY

W-2 Employee information -Make sure employee information is up to date

NOVEMBER Calendar

November is American Diabetes Month, Lung Cancer Awareness Month, and Movember (Men’s Health Awareness).

FSA Reminder – Remind employees to submit FSA receipts before EOY

W-2 Employee information -Make sure employee information is up to date

OCTOBER Calendar

October is National Disability Employment Awareness Month.

SEPTEMBER Calendar

September is Friendship Month and Football Season Starts!

Also, it is a good time to encourage flu shots and seasonal vaccinations.

PTO Check – Remind employees to check PTO balances before Q4

Watch for MLR rebates (fully insured health plans only)

August CALENDAR

JULY CALENDAR

• Create a clear employee roster
• Compare the roster to all existing I-9s
  • Delineate employees hired after March 20, 2020 whose documents were inspected remotely
  • Make an action plan to inspect employee’s original documents in-person before August 30
  • Correct unrelated errors/omissions on employees’ Form Ii-9s following USCIS guidelines
• Original documents are required (with rare exceptions for printed I-94s and other outliers) and must be presented in-person by the employee
• Update the Form I-9 in Section 2 or Section 3 (for re-verification) 
  • List the date of the physical inspection and annotate “documents physically examined” 
  • For further details and examples, see USCIS guidance, Form I-9 Examples Related to Temporary COVID-19 Policies.
• If remote employees work far from employer worksites, employers may use an authorized representative to review the documents in-person on behalf of the employer and update the Form I-9
• If the employer representative who remotely reviewed the original I-9 documents is not available to perform the in-person review of original documents, a different representative can:
  • Annotate the “Additional Information” box, on page 2 of the I-9, OR
  • Complete a new Form I-9 Section 2 and attach it to the prior remotely inspected Form I-9
• If the employee has since separated from employment, simply annotate in their Form I-9 “Additional Information” box, including the date of separation
• Remotely inspected documents that have since expired can still be reviewed in-person (i.e., US passport, green card, driver’s license or state ID) and new documents should not be requested
  • Employers must not rely on a now expired document that would have required re-verification to prove ongoing work authorization (i.e., EAD or I-94)
  • The employee will need to present a valid List A or List C work authorization document at the time of physical inspection
• An employee who was run through the E-Verify process when they were hired under the I-9 COVID-19 flexibilities provisions will still require the standard in-person inspection of original documents outlined above, but employers should not create a new E-Verify case nor update the employee’s existing E-Verify case relating to the physical inspection of their documents

Download Checklist here: Best Practices Checklist (abbreviated)

JUNE CALENDAR

MAY CALENDAR

May is Global Employee Health and Fitness Month.

APRIL CALENDAR

April is National Financial Literacy and National Humor month.

If you are unsure how to navigate these deadlines and communicate with your team, HR Synergy is happy to help you.

Click here to contact us.