End of Year HR Checklist Part 2

December 20, 2018 Written by Oralie Chapman

So you’ve handled the first set of HR tasks outlined in our Be Prepared with an End of Year HR Checklist blog post including a health insurance review and open enrollment; payroll review; wage and tax review; performance reviews and checking for changes to local laws.

This is a great time to plan for next year with our HR Checklist part 2


1. Check for accurate and complete paperwork

Double check that each employee has correctly filled in all recently turned in paperwork and that each employee has turned in all required paperwork. Send reminders to employees to get paperwork turned in before the holidays. Does the employee have a new certification to update? Changes to their next of kin for employee sponsored life insurance plans? Changes to their health care plan or tax withholdings?


2. Generate reports

Use HR software to gather data and create reports that can help you plan for and save money in 2019. Analysis of training costs, retention and turnover rates, cost of hiring and more can be helpful.


3. Remind employees to spend money in their Flexible Spending Accounts (FSA)

Employees need to either spend their FSA dollars by the end of the year, request to roll over up to $500 into the next plan year or be granted a two-and-a-half month grace period or extension (one or the other), if the plan (or third-party administrator) allows. Make a list to identify whose funds are spent, who is rolling funds over, and who is using a grace period or extension.


4. Separate personnel, HR and medical files

If you haven’t already, separate personnel and medical files because it’s the best way to avoid a breach of employee information. Create a medical/leave/ADA file and HR file for each employee so they are separated from their personnel files. Ensure that only your benefits/ADA administrator and HR manager has access to these files. In the event of a discrimination claim on the basis of real or perceived medical issues or protected classes, having separate files with limited access can be an affirmative defense.


5. Review company policies and procedures

Read through the policy manual to make sure that company policies are up-to-date. Make edits to match updated federal, state and local mandates and any new company policies.


6. Start planning for 2019 vacations

Send out a 2019 planning calendar to each department head and ask them to communicate to their team that vacation requests can be submitted in writing at the beginning of the year. This is the best way to avoid arguments between employees wanting the same days off.


7. Create calendars to ensure smooth operations

Electronic calendars are ideal because they send notifications when tasks need to be completed. Creating separate calendars for employee evaluations, probation periods, contract renewals, and mandatory trainings/licensing are great ways to ensure that the business runs smoothly.


8. FMLA

If you run family medical leave based on the calendar year, it’s time to review and renew all appropriate existing leaves. Get ready to re-set the clock on January 1, 2019.


9. Review personnel files

If your company retention guidelines or bargaining agreement states that write-ups, reprimands, suspensions or negative comments be removed from employee files after a period of time check to see if there are any that need purging. Separate any files for ex-employees that are mixed in with active employees.


10. Clean up computer files

Go through image and documents folders and delete files that are no longer needed. Go through the recycle bin and permanently delete files you are sure you’ll never need again. Request that employees do the same. Your IT department will thank you!


Partnering with Makai HR


Not excited about human resources tasks? That’s okay; we’ve got you covered through HR outsourcing! When you partner with Makai HR you can get on with the business you are trying to grow while we take care of your employee needs from payroll to taxes, health insurance/benefits and worker’s compensation. You also gain peace of mind that you are in compliance with all of Hawaii’s employer laws (if you’ve ever looked you know that the list is very long). When choosing a PEO to partner with, there are many things to consider including cost, services and technology solutions.


With the cost of doing business in Hawaii at record highs, we know how important it is to keep labor costs in line with revenue. Our plans are priced competitively and include value-added services like time-in/time-out systems. Our three tiers of PEO service plans are tailored to the size of your business and specific needs. We offer a 100% paperless solution which means that your employees can manage their needs through a computer, tablet or phone. We can truly improve your employees work benefits while freeing you up to run your business.


What are you waiting for? Companies who partner with a PEO benefit from 7-9% faster growth, 10-14% lower employee turnover; and they are 50% less likely to go out of business. Contact us today to get started!