HR To Do List: January

2023 has come and gone already, and with January upon us it’s a natural time to sit down with your goals and new initiatives for the year ahead and lay the groundwork to make all those great initiatives come to fruition! Our theme of the month for January is Planning and Organization, and we’re ready to plan so many details for this year at Ignite HR Solutions! Remember though, January is also a time to tie up the loose ends from the previous year and set your team up for success in 2024 when it comes to all the details that change annually.

• First and foremost, complete your budget, goals, and vision for the year. Work with your HR team, your management team, even the company to get everyone’s buy-in. The more people on board with a goal, the higher the likelihood of achieving it!
• With all the new employment laws taking effect this year, it’s a good time to issue the annual update to your Employee Handbook.
• Flexible Spending Plans have kicked in on January 1;  be sure your employees have made their designations for the year.
• The limit for 401k plan contributions for 2024 is $23,000 (up from $22,500), and employees over the age of 50 can contribute an additional $7,500. Be sure your employees have completed their designations for their 401k plans.
• Does your company implement annual pay increases in January? Be sure payroll and your HRIS systems are updated accordingly. Create a document signed by HR and the employee that memorializes the pay rate change and the reason for it, and file it in their employee file. Merit increase? Cost of living increase? Three years from now when you need to determine an employee’s pay history this document will be extremely valuable.
• Post new compliance posters (federal, state, and local).
• Double check the minimum wage requirements in all your California locations and in other states as well. Effective January 1st, California’s minimum wage is $16 per hour for all employers. Fast Food Restaurant employers, effective April 1, 2024, and Healthcare Facility employers, effective June 1, 2024, will have a higher minimum wage.
• W2 Forms are due to employees January 31. Be sure to complete any adjustments to W2 wages EARLY in January so your payroll company can still issue your W2 reports on time.
• Did you pay more than $600 to a vendor or contractor who is an individual, partnership, Limited Liability Company (LLC), Limited Partnership (LP), or Estate? If so, 1099 Forms are due to these entities on January 31. Work with your bookkeeper or accountant to be sure these are completed accurately and on time.
• 1095-C Forms for ACA reporting are due by February 28 if filing on paper (or March 31 if filing electronically) of the year following the calendar year to which the return relates.
• Update, review, and audit your HR website
• Last but not least, make sure your employees know just how much you value them by building a Total Rewards Report for each person. They know their salary, but do they know the value of all their benefits and how they all add up?

And some optional/fun items:

• Host a “Clean-Up Day” for employees to start the year off without clutter in their workspace. Bring in a paper shredding service, provide space to deposit old office equipment and furniture (then e-cycle it appropriately), provide lunch, play some music – make it fun!
• Many companies hold their holiday parties in January these days – did you already have your party? Need to finalize any last-minute details for your January party?
• Invite employees to become stakeholders in the achievement of each other’s annual goals. Accountability partners increase chances of success tremendously.