Summer is the perfect time to perform simplemaintenance tasks. Here are some items you can check off your to-do list.
√ Confirm that all monthly, quarterly and annual balances are accumulating properly; pay attention to adjustments.
√ Scan the computer you use to make tax deposits for viruses and sweep them out. Review and winnow the number of employees who have access to this computer.
√ Ask your corporate tax department whetherare accumulating properly. Ask corporate to provide you with more timely information, if necessary.
√ Review your communications’ techniques with employees; if you’re still getting too many questions, it may be time to adapt your methods to the media employees actually use.
√ Inquire whether the company paid off an employee’s child support obligation and tax that amount; you may treat the payment as supplemental wages.
√ Work with Accounts Payable to create a system for processing employee payments made outside the(e.g., business expense or moving expense reimbursements).
√ Reject and return to the sender child support withholding orders that aren’t on OMB-approved forms.
√ Review cellphone reimbursement policies for reasonableness. If something seems out of kilter, ask to see several months of employees’ bills and adjust your reimbursement accordingly.
√ Ensure that the company’s policy regarding paying accrued vacation to terminating employees is enforced consistently and complies with state law.
√ Check T&E policies for reimbursing employees’ local lodging expenses. Reminder: You may reimburse employees’ local lodging expenses if there’s a bona fide reason to require them to stay overnight at a local hotel (e.g., to participate in training activities).
√ Check that employees aren’t working through meal breaks, that employees who can’t take meal breaks notify their supervisors and pay employees who work through their meal breaks.
√ Audit your lock-in letter procedure to ensure that employees receive their copies within 10 days, and that thepostpones any increase in withholding for 45 days or the date indicated in the IRS’ letter.