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Pay Matters! Year-End Edition

12-09-2019
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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.

Viventium’s New Year End Portal is Live!

We are excited to unveil our newly designed Year-End Portal for 2019!  Hosted on the Viventium Support Center, simply log into Viventium Software, select “Help” in the upper right-hand corner of the screen, and click on the Year-End Portal icon!  No more searching through pages to find the information you need.  All the important year-end facts and figures are now at your fingertips, accessible from anywhere.  Note: no paper guides will be distributed this year.

Please review the information in this portal carefully as it will assist you in processing accurate payroll data.  If you have any questions or require further clarification, please contact your Client Services team. A few minutes spent asking the right questions can save hours of aggravation correcting errors caused by inaccurate data input.

Upcoming Year-End Webinars

We're excited to share that we'll be hosting several webinars to help make your year-end experience as smooth as possible!  Click the links below to register for one (or many!) of our compliance and software webinars.

 

 

Webinar

 

 

 

 

Date and Time

 

 

 

ACA Maintenance Training

This webinar will provide you with an overview of how to maintain your ACA information and dashboard to make your year-end process smooth. You'll leave with much more confidence in using Viventium's ACA software!

Every Monday

2:00 pm EST

Register Now

Federal Tax Witholding in 2020 -

How to Prepare

The Tax Cut and Jobs Act of 2017 changed the way every employer in America will compute Federal taxes starting in 2020. New information collection, employee outreach, and education, system modifications, and compliance pitfalls are just a few of the challenges. Test your readiness in this hands-on, information-packed webinar.

Thursday, December 19, 2019

2:00 pm EST

Register Now

ACA Compliance Training

This webinar is a must for clients ready to preview and approve Forms 1095-C for 2019. ACA penalty notices for prior years have been issued, so now more than ever it is imperative to be up to date with your ACA compliance!

Monday, December 23, 2019

3:00 pm EST

Register Now

Monday, January 6, 2020

10:00 am EST

Register Now

 

Final Form W-4 2020 Released

The IRS has released the long awaited final Form W-4 for 2020. The form is substantially the same as the August 8 draft, except for wording changes, the 2020 standard deductions, and Multiple Jobs Worksheet tables which have been updated in the instructions. On the form, the “Caution” about privacy concerns has been removed, and instead, a “Tip” has been added, encouraging the filing of 2020 Forms W-4 for all jobs in a multiple job situation.

Action steps:

  • Provide this final form to 2020 new hires, as part of their onboarding package.
  • Ensure that ongoing employees requesting changes to their withholding effective 1/1/2020 or later use this form, and not the 2019 form.
  • Consider encouraging ongoing employees to submit a 2020 W-4 in order to make their withholding more accurate.
  • Be sure that you and your team are familiar with the changes to employee withholding screens, and reach out to your dedicated CX team with any questions.

Don’t miss our next 2020 Federal Withholding webinar on December 19 at 2 PM!

In addition, the IRS has published the final 2020 withholding tables.  Publication 15-T containing these tables will be issued later in December.

Social Security Wage Base to Rise in 2020

The Social Security Administration (SSA) announced that the 2020 Social Security wage base will rise to $137,700, a $4,800 increase from the $132,900 wage base in 2019. The Social Security tax rate will remain at 6.2%. The maximum Social Security tax employees and employers will each pay in 2020 is $8,537.40, up from $8,239.80 in 2019.

There is no limit to wages subject to Medicare tax. Both the employee and the employer Medicare tax rate for 2020 will remain at 1.45%.  Employers are required to withhold an additional 0.9% in Medicare taxes on wages earned by employees in excess of $200,000 in a calendar year.  Employers are not required to match this 2.35% employee rate but will continue to pay 1.45% in Medicare taxes on all subject wages earned by employees.

For a copy of the SSA Fact sheet click here.

2020 Pension and Benefit Contribution Limits

The 2020 limits on the exclusion for elective deferrals for 401(k), 403(b), and 457 plans will increase from $19.000 to $19,500. The catch-up contribution for employees ages 50 and older will increase from $6,000 to $6,500.

The 2020 monthly limit for the qualified transportation fringe benefits and for qualified parking is to increase to $270 from $265. The 2020 health flexible-spending arrangement limit is to increase to $2,750 from $2,700.

IRS Extends ACA Form 1095-C Furnishing Deadline

On December 2, the IRS extended the deadline for employers to furnish Forms 1095-C to their employees.  These government forms provide employees and the IRS with information about health coverage offered by employers and were previously due by January 31, 2020.  Employers now have until March 2, 2020 to furnish Forms 1095-C to their employees. This is the fifth consecutive year that the IRS has extended the original deadline.  For further details about the IRS extension, see IRS Notice 2019-63.

If you are on Viventium’s ACA Service, Forms 1095-C will be available to preview in Viventium beginning Monday, December 23, 2019. The deadline to submit Forms 1095-C for processing in Viventium is Monday, February 3, 2020All forms not submitted by the deadline will be auto-submitted by Viventium after February 3.

Additional ACA information can also be found on Viventium’s Year-End PortalLog into Viventium Software, select “Help” in the upper right-hand corner of the screen, click on the Year-End Portal icon and scroll to the ACA section for step-by-step instructions for previewing and submitting your ACA forms and more.

US DOL Releases Overtime Fact Sheets

As previously reported, effective January 1, 2020, the Federal weekly salary threshold for overtime exemption will rise to $684, or $35,568 annually, a substantial increase from the current $455 per week and the $23,660 annual threshold.

In addition, the new salary level for Highly Compensated Employees (HCEs) will rise to $107,432 (including weekly payments of at least $684), an increase from the current $100,000 (including weekly payments of at least $455).

The DOL has released several fact sheets to provide further guidance to employers on the final rule:

Fact Sheet 17T
https://www.dol.gov/whd/overtime/whdfs17t.htm

Fact Sheet 17U
https://www.dol.gov/whd/overtime/whdfs17u.htm

Fact Sheet 17C
https://www.dol.gov/whd/overtime/fs17c_administrative.pdf

 New Jersey  More Then Quadruples its Wage Base

The New Jersey Department of Labor announced that the wage base for employee contributions to temporary disability and family leave programs will more than quadruple to $134,900 in 2020. The current 2019 wage base is $34,400.

This drastic increase is intended to fund New Jersey’s expanded paid family leave program. Effective July 1, 2020, 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 rise slightly from $34,400 to $35,300. The wage base for both employee and employer contribution to unemployment insurance will also rise from $34,400 t0 $35,300.

For more info click here.

Check out Viventium’s Year-End Portal for a complete chart of upcoming state unemployment wage base changes. Simply log into Viventium Software, select “Help” in the upper right-hand corner of the screen, and click on the Year-End Portal icon.

New Mexico Local Minimum Wage Increases

Three cities in New Mexico have announced minimum wage increases:

The hourly minimum wage in Albuquerque, N.M., is to rise to $9.35 from $9.20 on Jan. 1, 2020.  The hourly minimum wage for tipped employees is to rise to $5.60 from $5.50.

Bernalillo County’s hourly minimum wage for employees who work within the unincorporated areas of the county, outside city limits, is to rise to $9.20 from $9.05 on Jan. 1, 2020.

The Las Cruces hourly minimum wage is to rise to $10.25 from $10.10 on Jan. 1, 2020.

Curious which states are increasing minimum wage for 2020? Check out Viventium’s Year-End Portal for a complete chart of upcoming state minimum wage increases. Simply log into Viventium Software, select “Help” in the upper right-hand corner of the screen, and click on the Year-End Portal icon!

 Duluth, Minnesota Paid Sick and Safe Leave

Effective January 1, 2020, employers in Duluth, MN with five or more employees must accrue one hour of paid sick and safe leave for every 50 hours worked. Employees can accrue up to 64 hours per year and can rollover up to 40 hours of unused leave to the following year.

Accrued leave may be used by employees to care for themselves or a family member in situations involving illnesses, injuries, physical or mental health conditions, domestic violence, sexual assault, or stalking.

For more information on the Duluth, MN paid sick and safe leave requirements click here.

 


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.

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Overtime Shuffle - Lyrics

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.

Retroactive Rhythms

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.

In the Arms of Geo Tax - Lyrics

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.

Payroll Grid Serenade - Lyrics

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.

Automation Anthem - Lyrics

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.

The Data Groove - Lyrics

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.