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Payroll Management

Ineffective payroll management and shoddy payroll systems can result in personal liability (including JAIL TIME) for non-compliance.

Business Management Daily helps our readers with information on payroll processing and tips on timesheets that will help you to implement payroll programs that pay off.

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Q: We have employees who change their W-4 forms on an almost weekly basis. This is becoming very burdensome. Management has asked whether there are any regulations that allow us to limit the number of W-4 changes employees can make a year. Also, how do you explain to full-time employees that they’re not exempt from paying federal income taxes?
Q: Employees who aren’t on call, but who are called back to work to handle an emergency, are reimbursed for all of their traveling expenses. Must we include these reimbursements in their income and tax them?
Federal and state courts don’t have to go out on too long a limb to allow employees to sue for their unpaid wages and to find corporate officers personally liable under state wage payment laws for failing to pay those wages. Two recent cases illustrate.
The IRS hasn’t addressed whether employer-provided meals are taxable to employees in decades. So it caused some alarm when the item showed up on its 2014-2015 priority guidance plan. According to Paul Carlino, chief, Employment Tax Branch 1, IRS’ Office of Division Counsel/Associate Chief Counsel (Tax Exempt and Government Entities), the IRS is getting ready to issue new regulations and perhaps a revenue procedure.
States usually require that employees voluntarily participate in electronic pay programs. This chart summarizes the states’ direct deposit/paycard rules. “Mandatory” means that a state allows you to make e-payment a condition of employment, if you choose. States that don’t have laws aren’t included.
The IRS will allow couples whose same-sex domestic arrangements were retroactively classified as marriages, and their employers, to apply for FICA refunds.
Your first-quarter 2015 Form 941 is due by the end of this month. If you e-file, the IRS has some important news for you: It is permanently retiring its two current e-filing options—the 94x E-file Program Method or the PIN-based 94x Online E-file Program Method—now called legacy systems, by the end of this year. In their place, the IRS is shifting all payroll returns to its Modernized e-File platform, or MeF.
The IRS has announced that it is disallowing all protective FICA refund claims related to the U.S. Supreme Court’s 2014 decision in U.S. v. Quality Stores.
Federal agencies have been busy adding to their regulatory agenda. Here’s the latest news from the regulations front.
All large employers, even those that offer no health insurance and those that are eligible for transition relief this year, can begin to collect the information needed to complete Forms 1095-C/1094-C.
Here's your monthly guide to critical payroll due dates.
Why trudge down to the post office for stamps, lease a pricey postage machine or use a private delivery service like FedEx, when you can get the same postage by downloading software to your computer? There is a difference, according to the Tax Court, which ruled that a petition mailed with downloaded postage wasn’t timely filed.

The IRS and the Social Security Administration used to have letter forwarding services you could use to find employees who terminated with unclaimed wages or money in their 401(k) or other retirement accounts. Bowing to new technologies, both agencies discontinued their services. The Department of Labor has now specified the reasonable steps you must take to find missing 401(k) plan participants.

Q: Department managers conduct monthly meetings in person and via Skype for employees who are off, so they don’t have to come in and attend the meetings. Must we pay a minimum amount of hours?
Q. Some of my construction employees must drive their personal cars to and from various work sites during work hours. Am I required to reimburse these employees for the miles they drive during this travel? If so, what is the amount per mile?
Make sure your health care information reporting duties are covered with this handy chart.
Departing employees may take their 401(k) account balances with them when they leave, but you must first provide them with a notice of their eligible rollover options. The IRS has updated the model safe-harbor notices you can use for this purpose.
The Department of Labor is working diligently to determine whether you properly classify your workers as employees or independent contractors. And that’s not all the DOL is doing.
Congress’ last-minute and retroactive reinstatement of parity between mass transit benefits and employer-provided parking—to $250 a month for both, for 2014 only—is no favor to Payroll. If you allowed employees to defer more than $130 for mass transit benefits last year on an after-tax basis, or paid out of the company’s coffers, they and you are due FICA refunds on the difference—up to $120 a month.
Closely-held corporations and their owners can seem inseparable. But this fluidity stops at Payroll’s door—in other words, when income tax withholding begins. The IRS recently issued a document called an Action on Decision in which it said that it won’t follow a Tax Court decision that required it to honor a company’s designation of its delinquent payroll taxes as payment for a specific employee’s delinquent income taxes.
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