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Mosaic Insights

Navigating Year End 2020

For HR professionals year end can feel like a daunting task, 2020 year end maybe even more so. In this blog we will break down the top things to consider *now* to ensure a smooth year end in a couple of months.

Click below to watch our webinar on this very topic:

Click here to download the slides we used during the presentation.

Let’s start with the good news, there are still some tasks that haven’t changed year over year that you need to complete to make this year end smooth. These tasks include:

  1. Put your team together.  Your team should be a combination of Payroll, HR, and Finance people who can bring all the information you will need to the table. Make sure to have scheduled communication and check-ins with them regularly so that they are aware of deadlines and expectations.
  2. Find your checklist.  If you use UKG Pro, they provide a checklist that can be found within the Learning Center. This checklist will keep you on task and help ensure you cover all your bases.
  3. Plan for W2 Printing: Remember that Mosaic can print and mail your W2’s out of UKG Pro for you. Interested? Contact us here. Otherwise you should order your printing supplies as soon as possible.

If you would like to review UKG Pro Year End at greater length check out Mosaic's previous blogs on the topic including: Simplify Your Year End, The Many Moving Parts of a Successful Year End, and 5 Keys to Unlocking Year End.

Year end 2020 will have unique challenges. Planning around these sooner rather than later will save you a lot of time and resources. Below is a list of considerations that, with the proper planning, will help you and your team navigate year end.

  1. A Remote Team: Having a remote workforce has forced many companies to re-consider processes and procedures; year end is no different. With your employees working from home communication is going to be extremely important and potentially challenging. Use the tools you have at your disposal to make sure you communicate proactively and constantly with your broader team.
  2. New States: How many of your new work-from-home employees are working in a different state? Are you registered for taxes in that state? How about local taxes? Unemployment? If you haven’t looked into this, now is the time to do so. If you have to register for taxes in new states, it’s a good idea to start this process as soon as possible. Also make sure that your employee’s records are updated within UKG Pro.
  3. New Addresses: It is possible that some of your employees may have moved to a different city or even state during the safer-at-home period. Make sure you communicate with your employees that their addresses should reflect their current residence. This is also important for any furloughed or former employees (who worked for your company at some point this year). Before you distribute W2’s, make sure you have their most up to date information.
  4. W2 Printing: Depending on your situation it may be a good idea to consider printing all W2s this year. With so many changes and a remote workforce the simplest solution may be to provide all of your employees with hard copies. If you decide to do so, make sure to communicate with your team timelines so that they know when can expect their forms.
  5. 2020 Leap Year: Lastly, 2020 was a leap year and that extra day may have added an extra pay period with your company depending on your structure. Make sure to go back through your notes and review any settings that need to be updated to accommodate the normal pay periods of 2021.

As always, if you have any questions please do not hesitate to reach out to Mosaic.

Posted by Aimee Morgan at 4:59 PM

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