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This page is to help you plan though out the year required doc and forms to be filled out and posted or to be sent in for registration. The information provided by VBA Human Resources.

2018

Dec 2017:

DECEMBER 2017
  • Prepare OSHA form 300A from OSHA 300 log
  • Finalize Performance Management Review discussions and inform employees of annual increases/bonuses and effective dates
  • The NLRB requires employers to notify employees of their rights under the National Labor Relations Act with a posted notice by January 31, 2018 (to order the posting notice for free, use the following link http://www.dol.gov/olms/regs/compliance/EmployeeRightsPoster11x17_Final.pdf )
  • Remind employees – IRS changes for 2018 to pension plans or 401(k) plans
  • Remind employees to submit a new W-4 form if withholding changes are to be made for 2018.

Jan. 2018 

  • Reset dates and accumulators associated with HRIS/Payroll systems for the new processing year
  • Request Vacation Schedules from the staff for the year – not set in stone but helps you plan, especially on the dates that everyone wants off.
  • Post a Holiday calendar of when the Practice will observe the holidays
  • Commence Performance Management – setting mutually agreed upon goals for the year/creating career development plans and distributing a Performance Management Review calendar for 2018 with ‘Pay for Performance’ guidelines communicated
  • Review Federal & State Law posters – ensure compliance and updated postings
  • Issue 2017 W2’s and 1099’s for current and former employees
  • If you travel for Hospital business, the IRS 2017 mileage rate is 57.5 cents.  Check for new rate for 2018.

Feb. 2018 

  • Post complete OSHA form 300A for 3 months
  • Implement Employee Engagement Survey – get feedback on your organizational culture
  • Review current and create new job descriptions in anticipation of Talent Acquisition Process
  • Employees must  change the withholding exemption to “single, with zero allowances” for employees who claimed total exemption from withholding for last year, unless the individuals have completed a new Form W-4
  • Structure a Training Schedule – to determine which classes (technical/developmental skills) should be conducted internally vs. externally
  • Facilitate a quarterly HR meeting – review policies, procedures and ‘celebrate success’
  • Conduct a market survey on Compensation pay ranges

Mar 2018

  • Review and communicate feedback from Employee Engagement Survey – determine what ‘hot issues’ will be addressed and implemented by when
  • Recruit and Pipeline network of potential new hires aligned to Practice’s workforce planning model/budget
  • All plan sponsors and health insurance issuers must provide Standardized Health Plan Summaries of Benefits and Coverage along with glossary of terms to enrollees/potential enrollees
  • Review SDS’s to determine if any hazardous chemical inventory needs attention or submission to appropriate agencies.

 Apr 2018

  • Conduct HR related seminars such as ‘How to Prevent Harassment and Discrimination in the Workplace’ (some states such as CT require this training if you have ≥ 50 employees)
  • Investigate with your health insurance broker, carrier and attorney how the Health Care Reform Act affects the Practice for 2018 especially if the health care plan designs are changing or laws that affect FT/PT eligibility  need to be declared
  • Community Living Assistance and Services Support (CLASS) Act, (basic lifetime long term care benefit in the event of illness or disability) has been suspended from implementation
  • Review if any new federal/state labor laws that go into effect in the upcoming months and how the laws will affect the Practice
  • Review and update Employee Manual to ensure up-to-date and compliant

May 2018

  • Commence Half Year Performance Management Reviews – according to calendar distributed in January
  • Facilitate a quarterly HR meeting – review policies, procedures, distribute updated Employee Manual and obtain annual acknowledgment receipt of  Employee Manual including Confidentiality Agreement and ‘celebrate success’

 June 2018

  • Finalize all Half Year Performance Management Review discussions
  • Conduct a component of an HR audit (e.g. employee files or payroll or records retention, etc)

July 2018

  • Complete and submit 5500 forms for employee benefit plans
  • Complete an HR budget aligned to the Practice’s 2019 strategic/financial business objectives

 Aug 2018

  • Receive carrier bids on 2019 plans from health insurance broker to determine plan designs and costs
  • Facilitate a quarterly HR meeting – review policies, procedures and ‘celebrate success’

Sept 2018 

  • File EEO-1 form for employers with ≥100 employees
  • Communicate Open Enrollment Benefits calendar for October

Oct 2018

  • Conduct Open Enrollment for Health Care and other insurance plans to include processing information to the respective carriers
  • Finalize HR budget with Practice owner
  • Discuss with Practice owner percentage of salary adjustments and bonus opportunities to set aside.

 Nov 2018

  • Commence Annual Performance Management Reviews – according to calendar distributed in January
  • Facilitate a quarterly HR meeting – review policies, procedures and ‘celebrate success’
  • Discuss and agree upon HR goals for the Practice in 2019

Dec 2018 

  • Prepare OSHA form 300A from OSHA 300 log
  • Finalize Performance Management Review discussions and inform employees of annual increases/bonuses and effective dates
  • Remind employees – IRS changes for 2019 to pension plans or 401(k) plans
  • Remind employees to submit a new W-4 form if withholding changes are to be made for 2019
  • Remind employees about Flexible Spending Accounts’ limits ($2,500).