New Year, New Forms

Happy New Year! With each new year, employers should review and update their required employment forms to stay in compliance with federal, state and local mandates (where applicable). Here are some reminders and resources:

Form W-4 2020
The Internal Revenue Service (IRS) has implemented a new Form W-4 (Employee Withholding Certificate) for 2020. The 2020 Form W-4 should be distributed to and used by all new hires after January 1, 2020, and current employees who wish to make federal tax withholding changes based on their personal or financial situations. 

A significant change is the IRS no longer accepts tax withholding “allowances.”  This change is meant to increase transparency, simplicity, and accuracy of the form. In the past, the value of a withholding allowance was tied to the amount of the personal exemption. With the new form, employees cannot claim personal exemptions or dependency exemptions.
 
The IRS has useful resources about Form W-4 here, including a tax withholding estimator.

IT-2104 2020
New York State Department of Taxation and Finance has issued 2020’s Employee’s Withholding Allowance Certificate (IT-2104). This form should be distributed to and used by all new hires after January 1, 2020, and current employees who wish to make state tax withholding changes based on their personal or financial situations.
We recommend organizations update their employee onboarding paperwork to include the updated federal and state tax withholding certificates.

Form I-9
Form I-9 is used for verifying the identity and employment authorization of individuals hired for employment in the United States. The U.S. Citizenship and Immigration Services (UCIS) agency regulates that all U.S. employers must ensure proper completion of Form I-9 for each person they hire for employment in the United States. This includes citizens and noncitizens alike.

Both employees and employers (or authorized representatives of the employer) must complete the form. On the form, an employee must attest to his or her employment authorization. The employee must also present his or her employer with acceptable documents evidencing identity and employment authorization.

The employer must examine the employment eligibility and identity document(s) an employee presents to determine whether the document(s) reasonably appear to be genuine and to relate to the employee and record the document information on the Form I-9. Employers cannot specify the documents they will accept from a new employee. The list of acceptable documents can be found on the last page of the form and a new employee may choose to present documents that are on the list.
 
Form I-9 was last updated on 7/17/17 and currently has an expiration date of 8/31/19. UCIS has communicated that an updated form will be issued “soon” and to continue to use the current form until then.

We recommend organizations to bookmark this link https://www.uscis.gov/i-9 and check back monthly for the new form to ensure and maintain compliance.

FMLA Forms
The U.S. Department of Labor (DOL) has announced that its Family and Medical Leave Act (FMLA) certification forms and notices are valid for three more years, until Aug. 31, 2021. There aren’t any substantive changes to the forms, other than the new expiration date.

These certifications and notices are: Organizations that employ 50 or more employees within a 75-mile radius are a covered employer under FMLA.  We recommend using these forms to assist you with notification and certification requirements under the Act.

CCSI’s Business Management Services - Human Resource Supports is available to assist not-for-profit organizations review current employment practices for compliance with federal, state, local and other regulatory bodies as well as provide support with day-to-day HR administration.  For more information, please contact Barbara Marianetti DesRosiers, Chief Human Resources Officer at bmarianetti@ccsi.org or call 585-341-2208.
 
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Barbara Marianetti DesRosiers
Chief Human Resources Officer
Coordinated Care Services, Inc.