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Welcome to our Summer 2022 edition of Pay Matters – our roundup of all the payroll and compliance news that you must know.
Read on to stay informed and in compliance with relevant alerts and insights that matter most for your payroll.
The IRS has announced a significant increase for 2023 HSA contribution limits for those covered under high-deductible health plans (HDHPs), giving employers time to plan for the coming year.
The updated contributions and out-of-pocket limits are as follows:
| Contribution and Out-of-Pocket Limits for Health Savings Accounts and High-Deductible Health Plans | |||
| 2023 | 2022 | Change | |
| HSA contribution limit
(employer and employee) |
Self-only: $3,850
Family: $7,750 |
Self-only: $3,650
Family: $7,300 |
Self-only: +$200
Family: +$450 |
| HSA catch-up contributions
(age 55 or older) |
$1,000 | $1,000 | No change
(set by statute) |
| HDHP minimum deductibles | Self-only: $1,500
Family: $3,000 |
Self-only: $1,400
Family: $2,800 |
Self-only: +$100
Family: +$200 |
| HDHP maximum out-of-pocket amounts
(deductibles, co-payments, and other amounts, but not premiums) |
Self-only: $7,500
Family: $15,000 |
Self-only: $7,050
Family: $14,100 |
Self-only: +$450
Family: +$900 |
Source: SHRM
The Department of Homeland Security (DHS) recently extended their pandemic-related policy allowing employers to inspect Form I-9 documents remotely from April 30, 2022, to October 31, 2022.
Generally, employers must inspect Form I-9 Section 2 documents in the presence of the employee. Under the temporary policy, employers can remotely inspect (video call, fax, email) I-9 documentation for employees hired on or after April 1, 2021, who work exclusively remotely due to COVID-19-related concerns. Once normal non-remote operations resume, employees must report within 3 business days to their employers for a physical inspection of I-9 documents. Employers must then add “documents physically inspected” to Form I-9 with the date of inspection. Meanwhile, employers should enter “COVID-19” as the reason for delay in physical inspection.
For the latest DHS developments, click here.
New York’s budget that was passed on April 9, 2022, includes a significant increase to home care workers’ minimum wage. Currently, the minimum cash wage for home care aides is $15 per hour in New York City, Long Island, and Westchester, and $13.20 per hour for other parts of New York State. Under the new budget, effective October 1, 2022, the hourly minimum cash wage will increase by $2. Beginning October 1, 2023, the minimum hourly cash wage will increase again by an additional dollar.
The New York Department of Health has yet to officially announce the increase. We will continue to monitor this change as more guidance is released and keep you up to date on the latest developments.
Effective January 1, 2023, Maine employers with more than 10 employees must pay out all accrued, unused vacation time at the time of employee separation. Employees must receive this payment in full no later than their next established pay day.
For more information, click here.
As of July 1, 2022, minimum wage in the District of Columbia will increase from $15.20 per hour to $16.10 per hour for all employees, regardless of employer size. The base minimum wage for tipped employees will increase from $5.05 per hour to $5.35.
Now is the time to review your employees’ pay rates and make any changes necessary to ensure compliance with the upcoming minimum wage increase.
The District of Columbia announced that due to sufficient funding of the paid family leave program, they will be reducing the employer contribution rate as well as increasing benefits.
As of July 1, 2022, the District of Columbia Paid Family Leave (PFL) tax rate will decrease from 0.62% to 0.26%. The PFL tax is an employer tax paid on wages of covered employees.
The District of Columbia is also preparing to expand benefits under the PFL program, though an effective date has yet to be announced. Employees are expected to be eligible for 12 weeks (up from 8) of paid leave for the birth, adoption, or fostering of a child. Employees will also be eligible for 12 weeks (up from 6) to care for a family member with a serious health condition or to care for their own serious health condition.
Generally, employees will be eligible for no more than 12 weeks of PFL in a year, regardless of the number of qualifying events.
For more information, click here.
Maryland has passed legislation (S.B. 275) establishing a family and medical leave program providing paid leave and job protection for employees who need time off from work for certain qualifying family and medical events.
Under the law, benefits will begin January 1, 2025. The program will be funded by a payroll tax covering employers with 15 or more employees. The tax will begin October 1, 2023, and will be shared by both employees and employers. More details on the tax rate and the employee/employer split will be forthcoming.
To be eligible to receive benefits, employees must have worked at least 680 hours in the 12-month period immediately preceding the leave. Employees are eligible to take leave for the following qualifying reasons:
Covered employees are eligible for up to 12 weeks of paid leave during each 12-month period, though there are specific situations that allow additional leave. Upon return to work, employers must restore the employee to the same or an equivalent position.
Employers must provide employees with written notice of their rights under the law at the time of hire and annually thereafter. The Maryland Department of Labor will be providing a sample notice.
In the recent case Naranjo v. Spectrum Security Services Inc, the California Supreme Court ruled that any extra pay that an employer must pay an employee for time worked during their meal break is considered wages. The extra pay must be paid timely and reported as wages on employees’ pay stubs. These payments are also subject to California final pay requirements.
California law includes extensive meal and break requirements that vary depending on the number of hours an employee works in a year. For more information on CA meal and break regulations, click here.
By June 30, 2022, employers of 5 or more employees in California must offer a retirement savings plan or opt into the state-sponsored CalSavers program. This requirement has already been in effect for employers of more than 100 employees as of September 30, 2020, and of more than 50 employees as of June 30, 2021.
New Mexico paid sick leave is almost here.
Effective July 1, 2022, all New Mexico employers with at least one employee will be required to provide paid sick leave to employees.
Under the law, employers must grant 1 hour of accrued paid sick leave for every 30 hours worked but can limit the use of sick leave to 64 hours per 12-month period. Alternatively, employers can front load 64 hours of paid sick leave to employees on January 1 of each year. Unused sick leave must be carried over to the following year, but employers can limit use to 64 hours per year.
There is no waiting period for accrual or use. Earned sick leave begins to accrue at the start of an employee's employment or July 1, 2022, whichever date is later. Employees can use paid sick leave as it accrues.
Employees can use paid sick leave for:
Employers must notify their employees of their rights under the law by displaying a poster in the workplace and providing a notice to employees upon hire. The state will provide notices and posters for employers’ use.
Local Minimum Wage Updates:
Disclaimer: It is always your responsibility as the employer to review/audit your pay practices for compliance with all relevant federal, state, and local laws and regulations. Viventium does not provide tax or legal advice and does not take responsibility for the compliance or consequences of your pay practices.
This information is for educational purposes only, and not to provide specific legal advice. This may not reflect the most recent developments in the law and may not be applicable to a particular situation or jurisdiction.
Viventium Software Inc. is a SaaS-based human capital management solution that provides a remarkable user experience and award- winning software. Viventium provides flexible software and expert guidance so clients can be sure their payroll is done right.
Viventium offers specialized solutions in the health services markets which include home care agencies and skilled nursing facilities. Viventium Software supports all fifty of the United States with payroll and HR solutions.
Relax – you’re with Viventium.
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Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.
VERSE 1
In the world of work, there’s a tale to be told, About overtime hours, and the payroll gold, A consistent paycheck, that’s the worker’s dream, But when it comes to overtime, it’s not as easy as it seems.
PRE-CHORUS
Oh, Susie worked hard in San Francisco town, But the rules around overtime, they had her feeling down, 42 hours this week, she gave her all, Now it’s time to calculate, let the numbers fall.
CHORUS
Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.
VERSE 2
Exempt or non-exempt, the title they hold, Where they work, where you’re based, it’s all in the fold, California or New York, the laws they diverge, For payroll admins, it’s a never-ending surge.
PRE-CHORUS
Oh, the DOL’s website, a labyrinth to explore, State regulations galore, it’s quite a chore, Staying compliant, it’s a tricky art, Missing out on requirements can break your heart.
CHORUS
Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.
BRIDGE
But here’s a method that can save the day, A payroll software, to keep errors at bay, Input the info right, integrate with ease, No more manual labor, no more overtime fees.
VERSE 3
Back to Susie’s story, she’s owed her due, According to FLSA, it seems we have a clue, $860 on the table, that’s what we’d say, But California’s got its rules, changing the way.
PRE-CHORUS
Oh, California says, hours past eight, Are overtime-eligible, don’t underestimate, Now Susie’s owed $900, that’s the decree, In this overtime puzzle, you gotta set it free.
CHORUS
Overtime, oh, it’s a complicated game, Different rules in every state, it’s never the same, Multiply by 1.5, but there’s more to see, In this overtime equation, it’s not that easy, you see.
OUTRO
So when it’s overtime, and the rules entwine, Choose a payroll software, let it all align, Viventium’s the name, we’ve got the key, To make overtime calculations a breeze, you’ll see.
ENDING
Don’t overwork yourself, don’t you fret, With Viventium by your side, it’s a safe bet, Relax, you’re with us, in this overtime fight, With the right tools in hand, everything’s gonna be alright.
Take back time, like a winding clock, Retroactive pay, mending every block. Calculate the hours, with precision and grace, In the world of care, in this payroll space.
VERSE 1
In the world of care, where time slips away, Caregivers dedicate, every single day. But when the hours are missed, in the daily race, Retroactive pay, steps up to embrace.
PRE-CHORUS
A caregiver tired, at the week’s end, Forgot to log hours, a mistake to mend. Admins face the challenge, calculations to make, To set it right, for the caregiver’s sake.
CHORUS
Take back time, like a winding clock, Retroactive pay, mending every block. Calculate the hours, with precision and grace, In the world of care, in this payroll space.
VERSE 2
Manual calculations, prone to a flaw, Dealing with shifts, odd hours, and the law. As your business grows, the cost takes flight, Automated solutions, shining bright.
PRE-CHORUS
Compliance is key, with FLSA’s might, Calculate and compensate, get it right. Avoid the audit’s gaze, fines and the cost, Retroactive pay, no longer lost.
CHORUS
Take back time, like a winding clock, Retroactive pay, mending every block. Calculate the hours, with precision and grace, In the world of care, in this payroll space.
BRIDGE
Employee satisfaction, a crucial part, Resolve mistakes, a work of heart. Relationships flourish, in pay’s embrace, A payroll software, creating a trace.
VERSE 3
Star caregivers, valued and strong, Retention and recruiting, where they belong. Automated solution, a total pay dance, Establish your business, a work-life romance.
PRE-CHORUS
A self-winding watch, Viventium’s grace, Optimizing payroll, in every case. No more struggles, in the payroll game, In it with you, time and time again.
CHORUS
Take back time, like a winding clock, Retroactive pay, mending every block. Calculate the hours, with precision and grace, In the world of care, in this payroll space.
OUTRO
As your business grows, in the hustle and fight, Viventium by your side, making it right. No more worries, in the payroll chain, In it with you, time and time again.
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.
VERSE 1
In the world of business, we all aim to thrive, Year after year, our dreams taking flight. But as we soar higher, we start to see, More money, more problems, just like B.I.G. Outgrowing our shell, it’s an exciting phase, But it brings with it some challenging days. Solutions we had, now show their flaws, As we push the boundaries, breaking through the walls.
CHORUS
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.
VERSE 2
Employees across states, in different localities, Tax laws aplenty, creating complexities. Our old software’s limits, we’ve begun to see, Scaling up our business, we need to break free. Calculating pay and taxes, where it all begins, Errors in this process, lead to countless sins. Employees rely on us, trust in our might, To withhold what’s needed, get it just right.
CHORUS
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.
BRIDGE
Taxes, they’re not simple, that’s for sure, A world of complexity, there’s always more. But Viventium stands with us, in this fight, Geo Tax, our ally, making everything right.
VERSE 3
CPAs may struggle, and admins too, Keeping up with taxes, what can they do? The rules keep changing, it’s hard to keep pace, But Viventium’s here, in this challenging space.
CHORUS
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.
OUTRO
So relax, dear business, and set your mind free, With Geo Tax on our side, we’re the best that we can be. Viventium’s got us, in this tax-filled fight, No more worries, no more sleepless nights.
REPEAT CHORUS
Geo Tax, oh Geo Tax, our savior in the night, Guiding us through tax laws, shining a bright light. No more payroll worries, no more sleepless nights, With Viventium’s help, we’ll be alright.
Configurable Payroll Grids, a helping hand in sight, In the realm of admin life, where details are rife. With custom views and filters, they navigate through the night, Let’s celebrate this feature, it’s the heart of our work life.
VERSE 1
In the world of admin tasks, where changes often arise, There’s a tool that’s been a savior, under office fluorescent skies. With flexibility and precision, it eases their daily strife, Let’s sing about this feature, it’s the pulse of our work life.
CHORUS
Configurable Payroll Grids, a helping hand in sight, In the realm of admin life, where details are rife. With custom views and filters, they navigate through the night, Let’s celebrate this feature, it’s the heart of our work life.
VERSE 2
Admins wear many hats, in their daily grind, Sometimes they need to adjust, leave no errors behind. Adding extra hours, bonuses, or fixing pay, They need a simple method, to make it all okay.
CHORUS
Configurable Payroll Grids, a helping hand in sight, In the realm of admin life, where details are rife. With custom views and filters, they navigate through the night, Let’s celebrate this feature, it’s the heart of our work life.
BRIDGE
Custom views and filters, tailor it to your need, Focus on the important, no need for needless speed. A hundred-dollar bonus, a few clicks and it’s in flight, Admins get it done, making sure it’s right.
VERSE 3
In the admin’s world, where numbers have their say, This tool steps in gracefully, making tasks less gray. An interface so intuitive, like an Excel sheet, Changing data effortlessly, making work complete.
CHORUS
Configurable Payroll Grids, a helping hand in sight, In the realm of admin life, where details are rife. With custom views and filters, they navigate through the night, Let’s celebrate this feature, it’s the heart of our work life.
OUTRO
So here’s to Payroll Grids, in our song of praise they gleam, For admins working diligently, they fulfill a dream. In the world of office hustle, they bring much-needed light, Let’s tip our hats to this tool, and its invaluable might.
Rule-Based Automation, it’s the name of the game, Less manual toil, less stress and shame, With policies and standards, we’ll pave the way, To automate your chores and brighten your day.
VERSE 1
In the world of payroll, a daily task we face, Admins work hard, in this complex space, They handle policies, with attention and care, But there’s a solution that’s beyond compare.
PRE-CHORUS
Oh, payroll admins, your role’s crucial and true, But there’s a tool we’ve got, just for you, Let’s explore rule-based automation, my friend, With Viventium, your tasks will gently mend.
CHORUS
Rule-Based Automation, it’s the name of the game, Less manual toil, less stress and shame, With policies and standards, we’ll pave the way, To automate your chores and brighten your day.
VERSE 2
Standardize policies, that’s the key, For tenure, role, union status, you’ll see, PTO, bonuses, pay rates defined, Automation makes your workload more aligned.
PRE-CHORUS
Oh, payroll admins, the burden’s a load, But rule-based automation lightens the road, No more tiresome chores, no more dread, With Viventium, it’s smoother ahead.
CHORUS
Rule-Based Automation, it’s the name of the game, Less manual toil, less stress and shame, With policies and standards, we’ll pave the way, To automate your chores and brighten your day.
BRIDGE
In the world of payroll, where tasks repeat, We’ve got the solution, it’s oh so neat, “If this, then that,” it’s simple and sly, With Viventium by your side, you’ll reach for the sky.
VERSE 3
Tenure-based PTO, a common request, With Viventium, it’s passed the ultimate test, Set it up once, and then you’ll see, Automation handles the chore, oh so free.
PRE-CHORUS
Oh, payroll admins, take a breath, take a pause, With Rule-Based Automation, you’ll find no flaws, It’s easy, it’s simple, no programming in sight, Viventium’s got you covered, day and night.
CHORUS
Rule-Based Automation, it’s the name of the game, Less manual toil, less stress and shame, With policies and standards, we’ll pave the way, To automate your chores and brighten your day.
OUTRO
So if you’re a payroll admin, feeling the weight, Let Viventium’s Rule-Based Automation be your fate, No more worries, no more strife, With Viventium, you’ll transform your work life.
Oh, the Report Library, it’s the heart of the show, Where numbers come alive and insights start to flow. With Viventium’s aid, it’s a breeze, can’t you see? Reporting made easy, for your company to be free.
VERSE 1
In the world of business, it’s a complex game, With factors and figures, it’s never the same. Decisions are key, they’ll determine your fate, So listen up closely, don’t be a bit late.
PRE-CHORUS
Gather your data, don’t let it fade, In the depths of spreadsheets, don’t let it cascade. Your HCM software, is it up to the task? To capture and store, to help you unmask.
CHORUS
Oh, the Report Library, it’s the heart of the show, Where numbers come alive and insights start to flow. With Viventium’s aid, it’s a breeze, can’t you see? Reporting made easy, for your company to be free.
VERSE 2
Once the data’s collected, it’s time to report, But it can be daunting, that’s the common retort. Pre-built solutions, they’re your guiding light, Turning raw data into visions so bright.
PRE-CHORUS
No more manual hours, no errors in sight, With report library’s might, everything’s right. Payroll summaries, tax liabilities, and more, All in a flash, you’ll have what you adore.
CHORUS
Oh, the Report Library, it’s the heart of the show, Where numbers come alive and insights start to flow. With Viventium’s aid, it’s a breeze, can’t you see? Reporting made easy, for your company to be free.
BRIDGE
Viventium’s here, with a passion so true, Constantly improving, for folks just like you. A Report Library, a gift from the stars, For data-driven dreams, it’ll take you far.
CHORUS
Oh, the Report Library, it’s the heart of the show, Where numbers come alive and insights start to flow. With Viventium’s aid, it’s a breeze, can’t you see? Reporting made easy, for your company to be free.
OUTRO
So remember this lesson, in the business terrain, It’s all ’bout decisions, don’t let ’em wane. With data as your guide, and Viventium’s grace, You’ll conquer the challenges you’ll face.
