DECEMBER 2024
TABLE OF CONTENTS
TABLE OF CONTENTS
TABLE OF CONTENTS
TABLE OF CONTENTS
TABLE OF CONTENTS
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- This course is offered for free to all Vida HR Clients -
Description:
Join our expert team as they present need-to-know information on all things compliance for 2025. You are not going to want to miss this important update!
Topics Will Include:
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Mental Health Parity Final Rules (MHPAEA)
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FinCEN Beneficial Ownership Information (BOI) Reporting
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HIPAA Privacy Rule Amendment
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SECURE 2.0: Key Changes Taking Effect January 1, 2025
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Pay Transparency Laws: Current and Upcoming State Requirements
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Holiday Incentive Pay in Overtime Calculations
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Colorado Minimum Salary and Wage Increases
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Colorado FAMLI Program Updates
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& MORE
Vida HR Client
Year-End Checklist
As your HR partner, Vida HR manages most year-end tasks to keep you compliant and ready for the new year. Below is a checklist that includes items Vida HR will handle on your behalf, as well as areas where employees may need to verify their information.
1. Business Information Confirmation
Employer Identification:
Vida HR ensures your state and federal employer identification numbers (EINs) and state unemployment account numbers are current and accurate in our records.
2. Set Compensation and Year-End Bonuses
Compensation Planning for 2025:
Vida HR will manage any required adjustments to minimum wage and exempt salary thresholds to ensure compliance with new regulations.
Year-End Bonuses:
Notify us promptly if you plan to issue bonuses so we can process them within the 2024 tax year.
3. Employee Information Verification
Address Confirmation:
Vida HR will send a notification through isolved for employees to verify or update their current address to ensure timely and accurate W-2 delivery.
Verification of Employee Status:
We will confirm termination statuses and process necessary updates to maintain accurate records.
4. W-2 and Tax Form Preparation
W-2 Preparation:
Vida HR will handle W-2 preparation and ensure taxable benefits, such as company vehicle use, are properly documented.
Form 1099-NEC for Contractors:
For contractors earning over $600, Vida HR will prepare and distribute 1099-NEC forms.
ACA Compliance:
For applicable employers, we will prepare Forms 1094-C and 1095-C, handling IRS submissions and distributing forms to eligible employees.
5. Payroll and Benefits for the New Year
Benefit Deductions from Open Enrollment:
Vida HR will update payroll records to reflect any benefit changes from open enrollment, effective January 1, 2025.
401(k) Contributions:
We’ll send reminders to employees to review and update their 401(k) contributions, if applicable, in line with 2025 limits.
6. Annual Employee Handbook Updates
Policy Updates:
Vida HR will update your employee handbook with relevant policy changes for 2025. Please review and approve promptly for timely distribution to employees.
7. EEO-1 Reporting for Eligible Employers
EEO-1 Reporting:
For employers with 100 or more employees, Vida HR will complete the EEO-1 filing to ensure compliance with federal reporting requirements.
8. Verify Tax Form Deadlines and Compliance
Forms W-2 and W-3:
Vida HR will submit W-2s and W-3s to the SSA and distribute employee copies by January 31.
FUTA, FICA, and Quarterly Form 941:
We handle these filings to ensure compliance with federal deadlines.
9. Total Compensation Statements
Total Compensation Review:
Your assigned HRBP will coordinate with you to discuss whether you’d like total compensation statements available for your employees. These statements provide a clear picture of the full value of employee benefits, enhancing transparency and engagement.
Employee Messaging & Company Information
This month, we’re showcasing how isolved’s Employee Messaging and Company Information tools in Employee Self-Service (ESS) can streamline communication with your employees. From company announcements to required policy acknowledgments, these features help you manage and track important updates, ensuring your team stays informed and engaged.
Overview of Employee Messaging Capabilities
The Employee Messaging feature in isolved enables you to share information in multiple formats, including text, links, documents, and even fillable forms. You can set messages to require acknowledgment, helping confirm that employees have reviewed critical materials like employee handbooks, benefits information, or job-specific forms.
Messages can be displayed on the Employee Messages screen, allowing you to organize and prioritize based on the importance and type of information.
Organizing Messages with Categories
Message Categories in isolved allow you to organize communications into meaningful groupings, such as company policies, employee recognition, or current events. This helps employees quickly locate relevant information, while enabling you to prioritize and manage messages more effectively.
To view Message Categories:
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Go to Client Management > HR Management > HR Administration > Message Categories.
Employee Messages: Adding and Managing Content
The Employee Message screen allows your Vida HR team to add text, links, and documents, as well as set an effective date for when the message will be visible to employees. This is ideal for time-sensitive information or announcements.
Key message settings include:
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Effective and Expiration Dates: Control when a message becomes visible and when it expires.
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Message Category: Assign messages to relevant categories for better organization.
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Show on Employee Landing Page: Selecting this option places a reminder on the employee’s Welcome page, prompting them to review the message.
Eligibility and Individual Targeting
isolved offers options to customize message eligibility based on employee status, location, or other criteria. This targeted approach ensures that only the relevant employees receive specific messages.
For one-on-one communication, isolved also supports Individual Employee Messages, allowing your team to share a document, message, or link with a specific employee. This feature is useful for personalized updates or documents that apply to a single person, such as individual performance improvement plans.
Adding Links and Documents with Acknowledgment Requirements
Links
Add direct URLs to external sites, such as your company website or benefits providers, for easy access. You can arrange multiple links within a single message for added flexibility.
Documents
Upload important documents like policy updates or safety protocols and set them to require acknowledgment if needed. Once employees view and confirm these documents, isolved records their acknowledgment, which can be monitored through Acknowledgement Reports.
Acknowledgment and Reporting
When required acknowledgment is set, employees are prompted to read and acknowledge documents upon login. An acknowledgment record is saved, allowing you to run reports and verify compliance.
Automated Email Alerts for Document Acknowledgment
For messages that require acknowledgment, you can enable Email Alert Reminders to notify employees to review and sign documents by a certain date. This feature is available if Electronic Consent is activated for the client. Email alerts can be customized to repeat until the acknowledgment is completed, ensuring that no important document is missed.
Troubleshooting Tips for Employee Messages
If a message isn’t appearing for employees, verify the following:
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Confirm that the Effective Date has been reached.
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Ensure Show on Landing Page or Show on Company Information Page is selected.
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Confirm that at least one Legal Company is selected for the message.
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For individually assigned messages, verify that they were assigned to the correct employee.
isolved’s Employee Messaging and Company Information features provide a flexible and powerful way to communicate with your team, whether for company-wide announcements, department-specific updates, or individual messages. By leveraging these tools, you can organize your communications, ensure important acknowledgments are completed, and keep your workforce engaged and informed.
QUESTION:
How can we navigate holiday gift exchanges in the workplace to keep things fun and appropriate?
How can we navigate holiday gift exchanges in the workplace to keep things fun and appropriate? Last year, an employee received a humorous but highly inappropriate gift. What steps can we take to prevent similar situations this year?
Answer:
Ah, the holiday gift exchange, a cherished tradition that occasionally goes just a touch too far. While everyone appreciates a good laugh, last year’s 'inappropriate gift incident' is a reminder that humor in the workplace should ideally not double as an HR case study.
To prevent another ‘memorable’ gift-giving experience, consider these gentle guardrails:
Set a Theme or Category:
Choose themes like 'cozy winter,' 'favorite snacks,' or 'desk friendly.' This gives everyone guidance (and helps avoid questionable creativity).
Encourage Appropriateness with Good Humor:
Send a lighthearted reminder to keep gifts workplace friendly. A simple 'Let’s keep it PG!' or 'Nothing that’ll make HR raise an eyebrow!' sets a clear tone.
Detailed Wish Lists:
Consider a structured Secret Santa where employees create detailed wish lists. This way, givers can confidently choose gifts that hit the mark—without hitting any red flags.
Gift Approval Option:
If you sense your team’s creativity leans 'outside the box,' offer an anonymous submission process for questionable gifts. A quick 'thumbs-up' or 'not-so-fast' from HR can save everyone from a surprise that’s a bit too surprising. This option works best with a reasonable team size.
Focus on Experiences Over Objects:
Consider a 'Secret Santa of Thanks' where employees exchange heartfelt (and workplace-appropriate) messages of appreciation, rather than objects that might land them in the HR Hall of Fame.
Gift exchanges are meant to bring a little joy, not a cause for post-holiday follow-ups. With a touch of structure, everyone can enjoy the festivities without fear of a 'do you remember what happened last year?' moment. Happy gifting!
EMPLOYEE HIGHLIGHT
EMPLOYEE HIGHLIGHT
EMPLOYEE HIGHLIGHT
Hello, I'm Andrea!
I grew up in the beautiful port city of Ensenada, Mexico, where my summers were spent at the beach with my siblings, enjoying shaved coconut and the world's best fish tacos. I’m fluent in English and Spanish and have dabbled in Mandarin, though I’m far from conversational. These experiences have shaped my global perspective and fueled my passion for connecting with people.
My HR journey began as an HR Assistant at Amy’s Kitchen, an organic food manufacturing company in Northern California. Since then, I’ve had the privilege of working with diverse companies across a range of industries. One of my favorite roles was at Cavallo Point Lodge, a luxury resort housed in a former military base and national park just north of the Golden Gate Bridge. Later, I worked for the Spanish AI company Intelygenz, where I helped launch their U.S.-based operations and literally built their HR department from scratch. Additionally, I had the honor of volunteering with Habitat for Humanity’s San Francisco chapter, conducting in-home interviews with families eligible for their housing program. It was a challenging yet deeply rewarding experience.
Today, as an HR Business Partner, I work with a variety of clients, tackling everything from compliance to client relations and business expansions. Every day brings a new challenge, which is why I love HR—no two days are ever the same.
I earned my bachelor's degree in International Business Administration from San Francisco State University, along with a minor in Marketing from the Regents Business College in London. Additionally, I am currently working toward my MBA at the University of Colorado – Colorado Springs. These formative educational experiences taught me not only the value of learning but also how to analyze data, leverage technology, and solve problems efficiently.
According to the Predictive Index, I’m an Artisan—a blend of discipline, steadiness, and detail orientation. While the profile describes me as reserved, I’d like to think I’m also outgoing and, on occasion, funny. These traits help me thrive in HR, where both precision and a personal touch are essential.
A little about me:
Outside of work, I’m passionate about international cinema and attend film festivals whenever possible. I’m also a big fan of true crime and zombie stories, which I like to think sharpen my problem-solving skills in unconventional ways. At home, my two kids—ages 17 and 7—keep me current on everything from Paw Patrol to the latest memes. My husband and I recently celebrated 26 years of marriage and are already planning a big bash for our 30th anniversary (suggestions welcome!).
Travel is another big part of my life. I’ve been fortunate enough to explore England, the Netherlands, Belgium, France, Switzerland, Italy, the Vatican, Greece, the Cayman Islands, and Brazil. Up next on my bucket list are Thailand, Japan, Vietnam, and Cambodia.
I’m excited for the future and the opportunities to continue making an impact in the field of human resources while living a life full of learning, adventure, and connection.