Welcome to Pay Matters, our monthly roundup of all the payroll and compliance news that you must know.
Stay informed and in compliance with our monthly payroll alerts and insights.
Paid sick leave has arrived in Westchester County, New York.
Beginning July 10, 2019, employers in Westchester County with 5 or more employees must accrue paid sick leave for all employees who work more than 80 hours in a calendar year. Paid sick leave is accrued at a rate of 1 hour for every 30 hours worked, up to 40 hours per year. Employers with less than 5 employees must accrue unpaid sick leave at the same rate. Employers who already have a paid sick leave policy that meets the requirements of the law do not have to change their policy.
A Notice of Employee Rights must be provided to current employees on or before July 10 and to new employees on their first day of employment.
Employees covered by the law can use paid sick leave for their own medical care or that of a family member. Up to 40 hours of unused sick leave is carried over to the following year.
Westchester provides a helpful website with a link to the text of the paid sick leave law as well as an employer and employee FAQ.
Viventium is ready to help you set up a compliant paid sick leave plan. If your company is subject to the Westchester paid sick leave law, reach out to your client services team to get started.
On April 17, the Massachusetts Department of Family and Medical Leave announced that written notice pertaining to the Paid Family Leave program must be given to employees by May 31, 2019. Massachusetts has provided a sample notice employers can use, or employers can create their own notice provided it contains all the required information. The notice must be given in the employee’s primary language, either on paper or electronically.
Massachusetts recently released a toolkit with additional information to help employers comply with the Family and Medical Leave program.
Viventium will be supporting the new Massachusetts Family and Medical Leave Law when it takes effect on July 1, 2019. Further information will follow on setting the new tax up for your account.
Washington has postponed the due date for the first quarter 2019 paid family and medical leave reporting to July 31, 2019. Both the first and second quarter reporting must be submitted by July 31, 2019. This combined deadline is a one-time occurrence, and going forward, paid family and medical leave will be reported each quarter.
For more information on the Washington Paid Family and Medical Leave Law click here.
On April 22, the Social Security Administration announced that the social security wage base is expected to rise to $136,800 in 2020, a $3,900 increase from the 2019 wage base of $132,900. This would translate into a maximum employee and employer contribution for OASDI of $8,481.60 each, in addition to employee and employer Medicare contributions which are not subject to a wage base or maximum.
On April 25, a U.S. District Court judge ruled that the over 60,000 employers subject to EEOC reporting requirements must report “Component 2” EEO-1 data by September 30, 2019. On May 3, The EEOC announced both 2017 and 2018 as the fiscal years for which data is due by Sept. 30, 2019.
This ruling follows an over 18-month stay by the White House on new EEO-1 data collections requirements, dubbed “Component-2”, due to employer claims that new requirements place an undue burden on business.
Under the Component-2 requirements, employers must submit employee data organized into categories of race, gender, ethnicity, and one of 10 job categories. That data must then be sorted into one of 12 pay bands and annual hours worked, to create a grid representation of a workplace’s diversity.
Federal contractors that are otherwise required to file Form EEO-1 are only be required to submit Component-2 data if they have 100 or more employees (covered federal contractors with 50-99 employees are required to file standard Component-1 only).
For more information about the ruling, see Nat’l Women’s Law Ctr. v. OMB , D.D.C., No. 17-02458, order 4/25/19
Both New York State and New York City passed laws in 2018 requiring employers to train their employees annually in workplace sexual harassment prevention. The state training requirement took effect on October 9, 2018, and the city’s law took effect on April 1, 2019.
The city’s law required the NYC Commission on Human Rights to design a free “online interactive training module” for employers to use. On April 1, 2019, the Commission published a free online training program with 164 slides. The program, titled “Confronting Sexual Harassment: Tools and strategies to create a harassment-free workplace”, is available here. This module satisfies both state and city training requirements.
Employers are required to keep a record of their annual sexual harassment prevention training, including a signed employee acknowledgment. Employers are required to maintain such records for at least three years and make those records available for Commission inspection upon request. The city’s module provides a certificate of completion to the participant, which the participant may print out. It is the employer’s responsibility, however, to maintain these records, so employers that allow employees to complete the module at their own pace will need to follow up with employees to confirm completion.
The Commission also revised their sexual harassment training FAQs, available here.
On April 9, the New Jersey Department of Labor announced that the wage base for employee contributions to temporary disability and family leave programs will almost quadruple to $131,000. The current 2019 wage base is $34,400.
Under the new law, the amount of paid family leave available to employees will increase to 12 weeks from six weeks. Eligible employees will also receive benefits of up to 85 percent of the state average weekly wage, up from 66 percent.
Temporary disability insurance is funded by both employee and employer contributions, while family leave insurance is funded solely by employee contributions. The employer wage base for disability insurance will remain unchanged. The wage base for both employee and employer contribution to unemployment insurance will also remain unchanged.
Michigan has launched a website to help employers comply with the new Paid Medical Leave Act that went into effect on March 29, 2019. The website includes FAQs for employers.
Michigan Paid Medical leave act applies only to employers with 50 or more employees and requires accrual of paid sick leave of 1 hour for every 35 hours worked, up to 40 hours annually. Employers may limit the accrual to 1 hour per week, and employees can carry over up to 40 hours of accrued leave to the following year. Leave can be used to care for the employee’s own health or that of a family member. For more details on leave eligibility and use click here.
On April 12, New York Governor Andrew Cuomo signed a budget bill that included an amendment to New York’s voting leave law. In the past, employees could request up to 2 hours of paid time off to vote if they did not have 4 consecutive hours between the time of the polls opening and the start of their workday or the end of their workday and when the polls close. Under the new law, all registered voters can request up to 3 hours of paid time off to vote regardless of their work schedule. Employers can determine when during the workday the time off can be taken.
Employees must be registered to vote to be eligible for this paid time off and must provide at least 2 days’ notice to their employers. Employers must post a notice of employees’ voting leave rights from at least 10 days before a public election until the polls close.
For more information click here
On April 1, 2019, New Mexico announced the following schedule minimum wage increases:
January 1, 2020 $9.00
January 1, 2021 $10.50
January 1, 2022 $11.50
January 1, 2023 $12.00
The minimum cash wage for tipped employees, currently $2.13 per hour, will be increased as follows: January 1, 2020 $2.35
January 1, 2021 $2.55
January 1, 2022 $2.80
January 1, 2023 $3.00
Effective July 1, 2019, minimum wage in Portland, Maine will increase from $10.90 per hour to $11.11 per hour. Tipped employees’ minimum cash wage will increase from $5.00 per hour to $5.50 per hour.
This information is for educational purposes only, and not to provide specific legal advice. This may not reflect the most recent developments in the law and may not be applicable to a particular situation or jurisdiction.
Viventium Software Inc. is a SaaS-based human capital management solution that provides a remarkable user experience and award- winning software. Viventium provides flexible software and expert guidance so clients can be sure their payroll is done right.
Viventium offers specialized solutions in the health services markets which include home care agencies and skilled nursing facilities. Viventium Software supports all fifty of the United States with payroll and HR solutions.
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Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.
VERSE 1
In the world of work, there’s a tale to be told, About overtime hours, and the payroll gold, A consistent paycheck, that’s the worker’s dream, But when it comes to overtime, it’s not as easy as it seems.
PRE-CHORUS
Oh, Susie worked hard in San Francisco town, But the rules around overtime, they had her feeling down, 42 hours this week, she gave her all, Now it’s time to calculate, let the numbers fall.
CHORUS
Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.
VERSE 2
Exempt or non-exempt, the title they hold, Where they work, where you’re based, it’s all in the fold, California or New York, the laws they diverge, For payroll admins, it’s a never-ending surge.
PRE-CHORUS
Oh, the DOL’s website, a labyrinth to explore, State regulations galore, it’s quite a chore, Staying compliant, it’s a tricky art, Missing out on requirements can break your heart.
CHORUS
Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.
BRIDGE
But here’s a method that can save the day, A payroll software, to keep errors at bay, Input the info right, integrate with ease, No more manual labor, no more overtime fees.
VERSE 3
Back to Susie’s story, she’s owed her due, According to FLSA, it seems we have a clue, $860 on the table, that’s what we’d say, But California’s got its rules, changing the way.
PRE-CHORUS
Oh, California says, hours past eight, Are overtime-eligible, don’t underestimate, Now Susie’s owed $900, that’s the decree, In this overtime puzzle, you gotta set it free.
CHORUS
Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.
OUTRO
So when it’s overtime, and the rules entwine, Choose a payroll software, let it all align, Viventium’s the name, we’ve got the key, To make overtime calculations a breeze, you’ll see.
ENDING
Don’t overwork yourself, don’t you fret, With Viventium by your side, it’s a safe bet, Relax, you’re with us, in this overtime fight, With the right tools in hand, everything’s gonna be alright.
Take back time, like a winding clock, Retroactive pay, mending every block. Calculate the hours, with precision and grace, In the world of care, in this payroll space.
VERSE 1
In the world of care, where time slips away, Caregivers dedicate, every single day. But when the hours are missed, in the daily race, Retroactive pay, steps up to embrace.
PRE-CHORUS
A caregiver tired, at the week’s end, Forgot to log hours, a mistake to mend. Admins face the challenge, calculations to make, To set it right, for the caregiver’s sake.
CHORUS
Take back time, like a winding clock, Retroactive pay, mending every block. Calculate the hours, with precision and grace, In the world of care, in this payroll space.
VERSE 2
Manual calculations, prone to a flaw, Dealing with shifts, odd hours, and the law. As your business grows, the cost takes flight, Automated solutions, shining bright.
PRE-CHORUS
Compliance is key, with FLSA’s might, Calculate and compensate, get it right. Avoid the audit’s gaze, fines and the cost, Retroactive pay, no longer lost.
CHORUS
Take back time, like a winding clock, Retroactive pay, mending every block. Calculate the hours, with precision and grace, In the world of care, in this payroll space.
BRIDGE
Employee satisfaction, a crucial part, Resolve mistakes, a work of heart. Relationships flourish, in pay’s embrace, A payroll software, creating a trace.
VERSE 3
Star caregivers, valued and strong, Retention and recruiting, where they belong. Automated solution, a total pay dance, Establish your business, a work-life romance.
PRE-CHORUS
A self-winding watch, Viventium’s grace, Optimizing payroll, in every case. No more struggles, in the payroll game, In it with you, time and time again.
CHORUS
Take back time, like a winding clock, Retroactive pay, mending every block. Calculate the hours, with precision and grace, In the world of care, in this payroll space.
OUTRO
As your business grows, in the hustle and fight, Viventium by your side, making it right. No more worries, in the payroll chain, In it with you, time and time again.
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.
VERSE 1
In the world of business, we all aim to thrive, Year after year, our dreams taking flight. But as we soar higher, we start to see, More money, more problems, just like B.I.G. Outgrowing our shell, it’s an exciting phase, But it brings with it some challenging days. Solutions we had, now show their flaws, As we push the boundaries, breaking through the walls.
CHORUS
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.
VERSE 2
Employees across states, in different localities, Tax laws aplenty, creating complexities. Our old software’s limits, we’ve begun to see, Scaling up our business, we need to break free. Calculating pay and taxes, where it all begins, Errors in this process, lead to countless sins. Employees rely on us, trust in our might, To withhold what’s needed, get it just right.
CHORUS
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.
BRIDGE
Taxes, they’re not simple, that’s for sure, A world of complexity, there’s always more. But Viventium stands with us, in this fight, Geo Tax, our ally, making everything right.
VERSE 3
CPAs may struggle, and admins too, Keeping up with taxes, what can they do? The rules keep changing, it’s hard to keep pace, But Viventium’s here, in this challenging space.
CHORUS
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.
OUTRO
So relax, dear business, and set your mind free, With Geo Tax on our side, we’re the best that we can be. Viventium’s got us, in this tax-filled fight, No more worries, no more sleepless nights.
REPEAT CHORUS
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.
Configurable Payroll Grids, a helping hand in sight, In the realm of admin life, where details are rife. With custom views and filters, they navigate through the night, Let’s celebrate this feature, it’s the heart of our work life.
VERSE 1
In the world of admin tasks, where changes often arise, There’s a tool that’s been a savior, under office fluorescent skies. With flexibility and precision, it eases their daily strife, Let’s sing about this feature, it’s the pulse of our work life.
CHORUS
Configurable Payroll Grids, a helping hand in sight, In the realm of admin life, where details are rife. With custom views and filters, they navigate through the night, Let’s celebrate this feature, it’s the heart of our work life.
VERSE 2
Admins wear many hats, in their daily grind, Sometimes they need to adjust, leave no errors behind. Adding extra hours, bonuses, or fixing pay, They need a simple method, to make it all okay.
CHORUS
Configurable Payroll Grids, a helping hand in sight, In the realm of admin life, where details are rife. With custom views and filters, they navigate through the night, Let’s celebrate this feature, it’s the heart of our work life.
BRIDGE
Custom views and filters, tailor it to your need, Focus on the important, no need for needless speed. A hundred-dollar bonus, a few clicks and it’s in flight, Admins get it done, making sure it’s right.
VERSE 3
In the admin’s world, where numbers have their say, This tool steps in gracefully, making tasks less gray. An interface so intuitive, like an Excel sheet, Changing data effortlessly, making work complete.
CHORUS
Configurable Payroll Grids, a helping hand in sight, In the realm of admin life, where details are rife. With custom views and filters, they navigate through the night, Let’s celebrate this feature, it’s the heart of our work life.
OUTRO
So here’s to Payroll Grids, in our song of praise they gleam, For admins working diligently, they fulfill a dream. In the world of office hustle, they bring much-needed light, Let’s tip our hats to this tool, and its invaluable might.
Rule-Based Automation, it’s the name of the game, Less manual toil, less stress and shame, With policies and standards, we’ll pave the way, To automate your chores and brighten your day.
VERSE 1
In the world of payroll, a daily task we face, Admins work hard, in this complex space, They handle policies, with attention and care, But there’s a solution that’s beyond compare.
PRE-CHORUS
Oh, payroll admins, your role’s crucial and true, But there’s a tool we’ve got, just for you, Let’s explore rule-based automation, my friend, With Viventium, your tasks will gently mend.
CHORUS
Rule-Based Automation, it’s the name of the game, Less manual toil, less stress and shame, With policies and standards, we’ll pave the way, To automate your chores and brighten your day.
VERSE 2
Standardize policies, that’s the key, For tenure, role, union status, you’ll see, PTO, bonuses, pay rates defined, Automation makes your workload more aligned.
PRE-CHORUS
Oh, payroll admins, the burden’s a load, But rule-based automation lightens the road, No more tiresome chores, no more dread, With Viventium, it’s smoother ahead.
CHORUS
Rule-Based Automation, it’s the name of the game, Less manual toil, less stress and shame, With policies and standards, we’ll pave the way, To automate your chores and brighten your day.
BRIDGE
In the world of payroll, where tasks repeat, We’ve got the solution, it’s oh so neat, “If this, then that,” it’s simple and sly, With Viventium by your side, you’ll reach for the sky.
VERSE 3
Tenure-based PTO, a common request, With Viventium, it’s passed the ultimate test, Set it up once, and then you’ll see, Automation handles the chore, oh so free.
PRE-CHORUS
Oh, payroll admins, take a breath, take a pause, With Rule-Based Automation, you’ll find no flaws, It’s easy, it’s simple, no programming in sight, Viventium’s got you covered, day and night.
CHORUS
Rule-Based Automation, it’s the name of the game, Less manual toil, less stress and shame, With policies and standards, we’ll pave the way, To automate your chores and brighten your day.
OUTRO
So if you’re a payroll admin, feeling the weight, Let Viventium’s Rule-Based Automation be your fate, No more worries, no more strife, With Viventium, you’ll transform your work life.
Oh, the Report Library, it’s the heart of the show, Where numbers come alive and insights start to flow. With Viventium’s aid, it’s a breeze, can’t you see? Reporting made easy, for your company to be free.
VERSE 1
In the world of business, it’s a complex game, With factors and figures, it’s never the same. Decisions are key, they’ll determine your fate, So listen up closely, don’t be a bit late.
PRE-CHORUS
Gather your data, don’t let it fade, In the depths of spreadsheets, don’t let it cascade. Your HCM software, is it up to the task? To capture and store, to help you unmask.
CHORUS
Oh, the Report Library, it’s the heart of the show, Where numbers come alive and insights start to flow. With Viventium’s aid, it’s a breeze, can’t you see? Reporting made easy, for your company to be free.
VERSE 2
Once the data’s collected, it’s time to report, But it can be daunting, that’s the common retort. Pre-built solutions, they’re your guiding light, Turning raw data into visions so bright.
PRE-CHORUS
No more manual hours, no errors in sight, With report library’s might, everything’s right. Payroll summaries, tax liabilities, and more, All in a flash, you’ll have what you adore.
CHORUS
Oh, the Report Library, it’s the heart of the show, Where numbers come alive and insights start to flow. With Viventium’s aid, it’s a breeze, can’t you see? Reporting made easy, for your company to be free.
BRIDGE
Viventium’s here, with a passion so true, Constantly improving, for folks just like you. A Report Library, a gift from the stars, For data-driven dreams, it’ll take you far.
CHORUS
Oh, the Report Library, it’s the heart of the show, Where numbers come alive and insights start to flow. With Viventium’s aid, it’s a breeze, can’t you see? Reporting made easy, for your company to be free.
OUTRO
So remember this lesson, in the business terrain, It’s all ’bout decisions, don’t let ’em wane. With data as your guide, and Viventium’s grace, You’ll conquer the challenges you’ll face.
