After years of requiring employers to submit the EEO-1 report by September 30, last year, the filing deadline was changed to March 31, 2018, for the 2017 survey. And, according to the US Equal Employment Opportunity Commission, the deadline for the EEO-1 report will continue to be March 31 annually, meaning the 2018 filing will be due March 31, 2019.

What’s Required

The mandatory filing requires company employment data about race/ethnicity, gender and job category.  Employment data must be pulled from one “snapshot” pay period in October, November or December of the current survey year.

Who Must File?

The report must be filed by:

  • Companies with 100 or more employees
  • Those with fewer than 100 employees if they’re owned or corporately affiliated with another company and the total enterprise employs 100 or more employees
  • Federal contractors with 50 or more employees and a prime contract or first-tier subcontract amounting to $50,000 or more

Both full and part-time employees are included in the reporting.

First-Time EEO Filers

Most employers required to file an EEO-1 receive an annual notification letter and filing instructions. If your company must file for the first time, you need to register the company online at http://www.eeoc.gov/eeo1survey. After submitting the registration form, you’ll receive your company number and password.

For more information, read the EEO-1 FAQ here.

Subscribe to our blog and monthly newsletter

New Offices in White Plains, NY and West Warwick, RI

We recently opened a new Complete Payroll Solutions office in White Plains, New York. The Westchester County office is staffed with a diverse team of sales and service professionals with extensive industry experience.

We are also proud to announce the opening of our West Warwick, RI office in The Gardens Office Park. This office will serve our growing list of clients in Rhode Island, including companies in the broadcast media, hospitality, and tourism industries.

Welcome to the CPS Team!

We’ve also added several new members to the CPS team:

Michele Fitzgibbons, Business Solutions Consultant: Michele joins Complete Payroll Solutions with 15 years of industry experience. Most recently, she worked at Paychex, where she earned the prestigious President’s Club recognition three years in a row for her sales success. In her new role, she is responsible for establishing client relationships, assisting businesses in understanding the best technology and support for their needs, and ensuring ongoing compliance with state and federal workplace laws and regulations. She holds a Bachelor of Science from the University Connecticut and has completed additional coursework in Sales, Management and Payroll Administration. 

Julia Furtado-Lavoie, Regional Sales Manager: Julia joins Complete Payroll Solutions with 20 years of experience in the industry, most recently serving as a District Sales Manager and Circle of Excellence Sales Representative at Paychex, Inc. Previously, she was a Platinum Club sales performer at InterPay Payroll, Inc. She will be responsible for new client onboarding and transitioning existing clients to select payroll platforms for optimal HR integration depending on their needs. She also manages relationships with the organization’s key financial partners.

Chris Freitas, Regional Sales Manager: Chris will be responsible for leading a team of sales professionals with hands-on coaching and training so they can build meaningful client relationships and deliver the right solutions for each company’s specific needs. He will also work to develop new partners in the region. He joins Complete Payroll Solutions with 18 years of experience in the industry, most recently serving as a Senior Field Sales Manager at Paychex, Inc., where he previously held other sales positions in both New Hampshire and Massachusetts. Chris graduated with an MFA in Graphic Design from Plymouth State University and is currently working towards his Global MBA from Southern New Hampshire University.

Interested in joining our team? Check out our current openings.

A high salary and a good health plan aren’t the only things workers want from their jobs anymore. Today, more and more employees are seeking a better work-life balance. And companies are responding with a wide range of support both in and out of work to attract and keep these workers.

While highly publicized perks are available at some of the largest employers like Facebook, who offers onsite dry cleaning and laundry as well as vending machines for electronics, and Netflix, which boasts unlimited vacation, even smaller companies can boost their retention by making simple investments in their workplace culture.

Here are five things you can do to drive employee satisfaction, and your success.

5 Employee Perks That Workers Want

Offer Flexibility: The number one perk workers want, regardless of age, is flexibility. For some, that means the ability to start and stop their day when it works for them, as long as they maintain a certain number of hours. Others want the option to work remotely either all or part of a day. With companies increasingly realizing that employees can be trusted to be responsible for their own results, try designing an alternative schedule that can work for both you and your employees.

Promote Continued Learning: Paid professional development opportunities are among the most important to workers. But beyond just education that will help employees currently, be sure to offer cross-training that will strengthen their skills for a future role as well. Don’t forget to have clear promotion tracks so employees know what to work towards.

Add the Fun Factor: Lifting the spirits of employees through group activities can also boost morale. And it doesn’t have to cost a lot. Bring in a Ping-Pong table, schedule a board game afternoon, hire a comedian to come in at lunch or arrange an outing or some other bonding experience that employees can look forward to. To make sure your efforts hit the mark, ask employees for their input.

Give Free Stuff: Everyone loves to get something for nothing so even if you can’t offer free daily meals, consider delivering the occasional pizzas to the office or providing breakfast once a month. Or keep the break room stocked with snacks and beverages. Something as simple as setting out a candy jar can even make an employee’s day better.

Sponsor Sports: While many companies have built on-site gyms, some have gone a step further and offer classes like yoga mid-day or a lunchtime walking group. Or they organize a regular outdoor activity like department kickball games or sports teams that play in leagues outside of work. Even sponsoring fitness challenges can engage employees.

Happier employees are more motivated employees, and they’re more likely to stick around as well. To learn the top benefits companies are offering to transform their cultures, read the excerpt on intangible benefits from the SHRM 2018 Employee Benefits Report.

Employee Perks Report

The most recent CareerBuilder annual forecast revealed that 45 percent of HR managers have open jobs they can’t fill because they can’t find qualified talent. With low unemployment, recruitment in today’s job market is more important than ever. But hiring is a challenge for many companies.

From creating job postings and managing applications to bringing the best candidate on board, the time and effort it takes to successfully recruit top talent is often overwhelming. To streamline the process and help your organization stand out among employers, here are three simple strategies.

  • Differentiate yourself: Many career pages on websites sound the same so set yourself apart by communicating your employer brand. Share your unique culture and purpose. And show you value employees by stating clear career growth opportunities so job seekers understand you want to help them reach their goals.
  • Embrace technology: Technology is changing recruiting, so don’t get left behind. From AI-driven candidate assessment and text interviews to cookie-based targeting and virtual reality office tours, leveraging the latest advances can ease hiring for your team and show that your company’s tech-savvy.
  • Act quickly: Applicants may opt out of your hiring process if you don’t act fast – or be gone from the market entirely if they’re looking at several vacancies. Don’t miss out because of slow decision-making. And keep candidates informed by explaining each step in the process so they know when to expect to hear from you next.

To help your organization gain a competitive advantage in hiring, download our toolkit with practical tips on optimizing the recruitment process.

Download the Free Recruitment Toolkit

Approximately 22 million Americans have selected a health savings account (HSA) coupled with a high-deductible health plan according to America’s Health Insurance Plans. And the rise in these consumer-directed options shows no signs of slowing down as employers continue to seek ways to slow premium growth. But not all employees are entirely clear on how to use an HSAs to realize the plans’ full value.

Three Steps to Help Employees Maximize HSA Value

Here are three things you can do as an employer to help employees make the most of these savings vehicles.

Boost Participation Through Communication: When offering an HSA, be sure to clearly communicate how the plan works. Describe the details of participation, how to use the plan to offset high out-of-pocket costs, and the fact that HSAs are not just for short-term savings but can be part of a longer-term investment strategy as well. And keep up communication throughout the year—not just at open enrollment.

Tell the Triple-Tax Benefit: Remind participants that HSAs offer three times the tax advantages. Specifically, the contributions are tax deductible (or pretax, if made through payroll deductions), savings grow tax free, and owners can withdraw funds tax free for qualifying medical expenses, which include everything from regular doctor’s office visits to prescriptions, dental treatments and acupuncture.

Remind about Retirement Savings: HSAs offer a big benefit over FSAs and HRAs since the contributions roll over from year to year. And they’re portable, meaning owners can keep their accounts even when they retire. So even if employees don’t use the accounts for medical expenses now, they should be encouraged to contribute the max so they can use the money in the future, making them part of a worker’s overall retirement savings strategy.

Help your workforce embrace the HSA, for their benefit and yours. Learn more about HSAs in our employer FAQ, or contact our team to get answers to specific benefits questions.

Free HSA FAQ Sheet

There’s a lot of talk about the gig economy these days. For businesses, the growing gig economy provides greater flexibility, lower labor costs, and immediate access to skilled workers. But there is also risk involved in taking on a large number of contract workers.

A poll by NPR/ Marist revealed that 20 percent of jobs in this country are held by contract workers. That number is only expected to rise over the next decade.

Karyn Rhodes, VP and Director of Complete HR Solutions, a division of Complete Payroll Solutions, wrote about how businesses can benefit from the gig economy for the August edition of Cape and Plymouth Business magazine.

“While an alternative work arrangement gives companies access to talented professionals they may not have been able to afford previously, it is important to be clear about how you plan to use the workers for projects,” Rhodes writes.

She also cautions businesses to pay attention to legislative trends that may impact worker relationships, particularly related to benefits.

Read the article at Cape and Plymouth Business or get in touch with Rhodes and her team at 401.332.9325.

HR Outsourcing for Every Budget

In an effort to curtail workplace sexual harassment, New York State and City have both passed expansive anti-sexual harassment legislation.

New York State Anti-Sexual Harassment Legislation

The New York state budget bill signed by Governor Andrew Cuomo on April 12 includes new sexual harassment prevention requirements for all New York employers, regardless of size. Among the obligations the bill includes, which take effect October 9, 2018, are that employers must:

  • Adopt a sexual harassment prevention policy and distribute it in writing to employees. This policy must include a statement prohibiting harassment, outline the procedure for investigations, include a complaint form, and explain employees’ rights, among other things.
  • Conduct annual sexual harassment prevention training for all employees. The interactive training must explain harassment, include examples of unlawful behavior, and provide information about employees’ rights and remedies. It must also include information about supervisor conduct and responsibilities.

The state’s Department of Labor, in conjunction with the Division of Human Rights, has developed a model sexual harassment policy and training program that employers can utilize, or they can develop their own compliant policies and training programs.

New York City Legislation

Following the state’s enactment of anti-sexual harassment legislation, the New York City Council passed–and Mayor Bill de Blasio signed–the Stop Sexual Harassment in NYC Act. The Act contains several effective dates for its various provisions, including:

  • September 6, 2018: Employers must display an anti-sexual harassment rights and responsibilities poster and distribute a fact sheet on sexual harassment to new hires.
  • April 1, 2018: Employers with 15 or more employees must conduct annual anti-sexual harassment training for all employees.

Similar to the state law requirements, the city legislation mandates training that includes an explanation of sexual harassment, examples, the complaint process, and the responsibilities of supervisory and managerial employees in the prevention of harassment. The City Commission on Human Rights will develop a training module that can be used.

With these changes looming, now is a good time for New York employers to review their current policies and training procedures for compliance, and update them as necessary. For more information, download our guide.

Download the NY Anti-Sexual Harassment Guide

In July, the US Immigration and Customs Enforcement’s (ICE) Homeland Security Investigations announced that I-9 audit notices were served to more than 5,200 businesses in the country since the start of 2018. The notices inform business owners that ICE is going to audit their hiring records to determine their compliance with existing law.

Download the ICE Audit Tip Sheet

So if you receive a notice, what do you need to do?

  1. Understand the law. Under federal law, employers are required to verify the identity and employment eligibility of all individuals they hire, and document the information on Form I-9. Employers must maintain original Forms I-9 for all current employees and keep the forms of former employees for at least three years from the date of hire or for one year after the employee is no longer employed, whichever is longer.
  2. Prepare for Inspection. Upon receipt of a notice of inspection, employers have three business days to produce their company’s I-9s for ICE to review during an inspection. Supporting documentation may also be required, such as a copy of the payroll records and list of current employees. In certain situations, typically as part of a criminal investigation, documentation can be compelled earlier by warrant or court order.
  3. Review Results. Once complete, ICE will notify the audited party of the inspection results. You may receive a letter saying you’re in compliance or one of several other notices, such as a notice of suspect documents, notice of discrepancies, or notice of technical or procedural failures.
  4. Perform Required Follow Up. If technical or procedural violations are found, then employers have ten business days to make corrections. If ICE is unable to determine an employee’s work eligibility or determines that an employee is unauthorized to work, the employer will have an opportunity to present additional information to establish their employment eligibility.
  5. Address Penalties. Employers with substantive and uncorrected technical violations may face monetary fines and those who knowingly hired or continued to employ unauthorized workers may be fined or criminally prosecuted. ICE considers five factors when determining penalties: employer size, gravity of the violation, involvement of unauthorized workers, prior violations and sincerity of the employer’s compliance efforts. Once you receive a notice of intent to fine, you can opt to negotiate a settlement with ICE or request a hearing. If no action is taken, you’ll receive a final order requiring you to pay.

To help reduce your potential liability from an I-9 audit, be sure to review and update your policies for compliance, train personnel responsible for I-9 completion and perform regular self-audits.

For more information about how to minimize your risk, download our ICE audit tip sheet. Or call Complete Payroll Solutions for more information at 888-865-4470.

Following passage of the Massachusetts Noncompetition Agreement Act in August, employers in the state must now comply with a new set of rules for any non-compete agreements executed on or after October 1, 2018.

The law specifies that, to be valid and enforceable, a non-compete must meet certain minimum requirements:

  • If entered into in connection with the commencement of employment, the agreement must be in writing and signed by both the employer and employee and expressly state the employee has the right to consult counsel before signing. It must be provided at the time of the offer of employment or 10 business days before an employee’s first day, whichever is earlier.
  • If the agreement’s entered into after commencement of employment and not in connection with separation from employment, it must be supported by fair and reasonable consideration independent of the continuation of employment and be provided at least 10 days before it takes effect. It also must be in writing and signed by both parties and expressly state the employee has the right to counsel before signing.
  • The agreement must not be broader than necessary to protect the employer’s trade secrets, confidential information or goodwill.
  • The stated restriction period cannot exceed 12 months from the date of cessation of employment unless the employee has breached their fiduciary duty to the employer or unlawfully taken property of the employer; in those cases, the duration may not exceed two years from the date of cessation of employment.
  • The agreement must be reasonable in geographic reach to the interests protected, meaning, it must be limited to areas where the employee provided services or had a material presence or influence within the last two years.
  • The agreement must be reasonable in the scope of proscribed activities in relation to the interests protected.
  • The agreement must be supported by a garden leave clause or other mutually-agreed upon consideration between the employer and employee. A garden leave clause requires the employer to provide payment of wages on a pro-rata basis during the restricted period of at least 50 percent of the employee’s highest base salary in the two years prior to termination.
  • The agreement must be consistent with public policy.

In addition, non-competes are not enforceable against workers who are nonexempt under the FLSA, enrolled undergrad or graduate students working in an internship or short-term employment relationship, have been terminated without cause or laid off, or are 18 or younger.

With these significant changes to non-compete law in the state, contact Complete Payroll Solutions at 888-865-4470 with any questions about how you may need to adapt your practices to comply.

Subscribe to our blog and monthly newsletter

A good job posting is critical in today’s competitive hiring environment. But it can be challenging to write a description that attracts top talent while limiting the number of unqualified applicants. Here are some examples of job postings that work— and some that don’t.

Bad Job Posting Examples

Example 1

Job Title: Part-Time Administrative Assistant

Job Description: We are seeking a part-time administrative assistant to support our team. In this role, you will perform a variety of administrative tasks, including:

  • Greeting customers
  • Drafting correspondence
  • Plan and scheduling appointments and events
  • Answering phone calls
  • Maintaining organized files
  • All other office functions

To qualify for this position, you should have previous office experience, be able to multitask and prioritize, be detail-oriented and have excellent written and verbal communication skills. Please submit your resume for consideration.

What’s wrong?

This posting is for a part-time position but it doesn’t list any information about work hours or days of the week.

Example 2

Job Title: Stockers and Cashiers

Job Description: We are hiring for multiple full-time stocker and cashier positions to join our family-owned business at our Boston location. As a stocker in this fast-paced environment, you will help customers find products, carry purchases out to customers’ cars, and stock shelves. Cashiers will operate a cash register.

We offer a complete benefits package that includes medical and dental insurance, vacation, paid holidays and a 401(k) plan.

To apply, you should be reliable, self-motivated and a team player. Excellent customer service is a must! Please contact us at 555-555-5555 or shoot me an email at johndoe@company.com.

What’s wrong?

The post combines multiple positions. Always post a separate ad for each job rather than combining multiple jobs into one posting to simplify the ad for applicants and improve your keyword rankings. Use of the phrase “shoot me an email” is unprofessional and including an email address can lead to phishing scams and hacking. 

Examples of Good Job Postings

Example 1

Job Title: Teller

Job Description: Community Bank is looking for an outgoing individual to serve as the face of our institution.

About Community Bank: Community Bank is a local leader in financial services. Founded in 1821, our bank serves the needs of area customers with personal and business banking and wealth management services. Regardless of what our customers’ needs are, we meet them with the personalized attention only a community bank can provide.

What it’s Like to Work Here: Ask our employees and the one word they’d use to describe working at Community Bank is “great.” Our team members all share a positive attitude, problem solving abilities and patience, enabling them to provide excellent customer service even during fast-paced shifts. Our culture, plus continuous opportunities for growth, have resulted in an industry-low turnover rate. Don’t miss out on this rare opening with us!

A Day in the Life as a Teller: As the first person customers engage with when entering the bank, you will help complete transactions, uncover financial needs, recommend products/services to help them meet their goals, and refer them to other specialists at the bank if appropriate. With each transaction, you will need to ensure compliance with our policies, procedures and security requirements as well as government regulations.

Qualifications to be a Teller: No special skills are required but some requirements mean you have the potential to be a great teller:

  • Cashing handling skills
  • Caring attitude
  • Detail oriented
  • Good communications skills
  • Strong math skills
  • Knowledge of core computer programs and aptitude for working with new systems and software

Ready to apply? If this job sounds like a fit for you, then click on the ‘apply’ button below. Good luck!

What’s good?

This posting gives an overview of the company and the culture, describes the role in sufficient detail, and limits the qualifications to those that are most important to keep the ad brief. The language is engaging and broken up into clear sections to make the post easy to read.

Example 2

Job Title: Senior Account Manager

Job Description: Drive customer satisfaction and revenue growth through strategic relationships as a senior account manager in our sales and marketing department in our downtown office.

About Us: We provide global communication solutions to customers in 150 countries. Rated a top 100 employer two years in a row, we hire the best people and provide them the best benefits to improve their lives, including a competitive salary, medical, dental and vision coverage and perks like a fully-stocked break room with complimentary food and drinks, on-site gym and frequent company and team outings.

About the Role: You will help distinguish our company with professionalism, best practices and deliverables that build customer loyalty. Among the responsibilities of the role are:

  • Opportunity Development: You will help manage the customer relationship based upon new project direction, including assisting in RFP responses, contract negotiations and supporting the development of the solution review.
  • Portfolio Expansion: For existing customers, you will work to expand the sales of additional deliverables.
  • Maintenance Renewals: In a timely manner, you will collaborate with other team members to manage renewals.

About You: The ideal candidate will have the following skills and experience:

  • 5-6 years in consultative selling
  • Experience in creating solutions for customers based on their initiatives and our offerings
  • Understanding of the industry and the business challenges customers face
  • Excellent written and verbal communication skills

If you are ready to become part of our family, apply online here. In your cover letter, please explain why your experience is relevant to this role.

What’s good?

Section headings are clear and straightforward. Requiring additional personal information in the cover letter requires more effort of applicants and will reduce the number of submissions from those who are not serious about the role.

For help with crafting the perfect posting, download our cheat sheet. Or call Complete Payroll Solutions at 888-865-4470 for more guidance to boost your recruitment efforts.

Download the Job Posting Cheat Sheet