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  • Seasonal workers play a crucial role in many industries, from retail and hospitality to agriculture and tourism. Currently, there are more than 73,000 seasonal employees working in the United States. While the number of seasonal job openings shrunk after the COVID-19 pandemic, they’re finally beginning to creep back up.

    As businesses gear up for peak seasons, attracting and retaining skilled seasonal employees becomes essential for maintaining smooth operations and delivering excellent customer service. Offering competitive compensation and benefits tailored to meet the needs of seasonal workers not only attracts top talent but also enhances employee satisfaction and productivity, ensuring they feel valued and motivated throughout their tenure.

    What Is A Seasonal Job?

    A seasonal job refers to temporary employment during specific times of the year when businesses experience increased demand or require additional staffing. These jobs are typically tied to recurring cycles or events, such as holidays, seasons, weather patterns, tourism peaks, or agricultural harvests.

    Seasonal employment can be found in various industries, including retail, hospitality, tourism, agriculture, event planning, landscaping, and outdoor recreation. The duration of seasonal employment can range from a few weeks to several months, depending on the industry and specific seasonal demand.

    Key characteristics of seasonal jobs include:

    • Temporary nature: Seasonal jobs are intended to meet short-term demands and are not permanent positions. They are often filled to handle peak periods or specific events.
    • Predictable cycles: These jobs follow predictable cycles based on calendar events (e.g., summer vacations, winter holidays), natural occurrences (e.g., agricultural seasons), or business trends (e.g., retail sales seasons).
    • Varied industries: Seasonal work spans across different sectors, each with its own peak seasons and staffing needs. For example, retail sees high demand during the holiday shopping season, while tourism peaks during summer or winter vacations
    • Flexibility: Seasonal jobs may offer flexibility in scheduling, making them attractive to students, retirees, or individuals seeking supplementary income.
    • Role variety: Depending on the industry, seasonal jobs can range from customer service and sales positions to roles in agriculture, hospitality, event management, and more.

    Understanding The Needs Of Seasonal Workers

    Overall, seasonal jobs serve a crucial function in supporting businesses during busy periods and providing employment opportunities that align with specific times of increased demand or activity within the economy.

    Before delving into compensation and benefits packages, it’s crucial to understand what seasonal workers prioritize. Many seasonal workers are looking for:

    • Schedule flexibility
    • Fair pay for their work
    • Opportunities for additional hours or overtime
    • Access to essential job benefits that enhance financial security and well-being

    Competitive Compensation Strategies For Seasonal Workers

    First and foremost, businesses should offer competitive hourly wages that align with industry standards and local cost of living. Employees will quickly find new jobs if your pay rate does not meet their needs. Be upfront about this number. Additionally, overtime policies should be clearly outlined, and compliance with labor laws regarding overtime pay should be ensured.

    Clearly communicate how pay rates are determined and potential wage increases based on performance or tenure. Transparency builds trust and helps manage expectations among seasonal employees. Beyond pay, to help make your business attractive to seasonal workers,consider the following:

    Performance-based incentives

    To motivate seasonal workers, recognize and reward exceptional performance. Implement discretionary bonuses or incentives based on achieving sales targets, customer satisfaction scores, or productivity metrics.

    Seasonal premiums

    Consider offering seasonal premiums or a sign-on bonus for workers who commit to the entire season or specific high-demand periods. This can incentivize reliability and encourage workers to return in subsequent seasons.

    Benefit Offerings For Seasonal Workers

    Seasonal workers need to take care of themselves and their families. Providing access to essential benefits such as workers’ compensation insurance, which covers work-related injuries or illnesses, is one way to give your business a competitive edge. In addition, you can offer unemployment benefits for seasonal workers who meet eligibility requirements, including:

    • Flexible scheduling: Allow flexibility in scheduling to accommodate availability and personal commitments. Consider offering shifts that align with school schedules for students or parents.
    • Training and development: Invest in training programs that enhance seasonal workers’ skills and knowledge, improving job satisfaction and performance. Provide opportunities for cross-training in different roles or departments to broaden their experience.
    • Discounts and perks: Offer employee discounts on products or services to reward and enhance their overall experience. Consider also providing perks such as free meals during shifts or access to company facilities on off-time.

    Ensuring Fair Treatment And Compliance

    Compliance with labor laws is crucial to protect your business from fines and penalties. Adhere to local, state, and federal labor laws regarding minimum wage, overtime pay, and working conditions for all employees, including seasonal workers. Regularly review and update policies to ensure compliance with evolving regulations.

    Additionally, it’s essential to foster an inclusive workplace culture that values diversity and prohibits discrimination based on race, gender, age, or other protected characteristics. Ensure equal opportunities for seasonal workers to advance or transition to permanent roles based on merit.

    Retention Strategies For Seasonal Workers

    One way to help keep seasonal workers around is to include and consider them during company decisions.  Regular communication keeps seasonal workers informed about company updates, policies, and upcoming events. Encourage feedback and suggestions to improve their experience and engagement with the business. Just because an employee is seasonal does not mean they don’t have valuable insight to share.

    Additionally, aside from financial compensation and bonuses, acknowledge the contributions of seasonal workers through verbal recognition, certificates of appreciation, or thank you notes. Celebrate milestones or achievements as a team to foster a sense of belonging and loyalty.

    Lastly, provide information about potential long-term opportunities within the organization, encouraging seasonal workers to consider future roles. Make it a point to promote career growth and offer long-term opportunities to motivate seasonal workers to stay on or come back for another season. To go the extra mile, offer career development resources or mentorship programs to support their professional growth.

    The Importance Of Competitive Compensation

    Offering competitive compensation and benefits for seasonal workers is not just about meeting regulatory requirements but also about fostering a positive work environment where seasonal employees feel valued and motivated.

    By understanding their needs, implementing fair pay practices, providing essential benefits, and investing in their development, you can attract talented seasonal workers and build a reliable workforce for peak seasons. Remember, treating seasonal workers well enhances business operations and strengthens your overall reputation as an employer in the marketplace.

    How GMS Can Help

    It can feel overwhelming to manage full-time employees, let alone create a new list of benefits and programs designed for seasonal workers. However, every employee is important and deserves appropriate recognition and compensation. The good news: You don’t have to do it alone.

    GMS provides a variety of services that can be tailored to meet the needs of seasonal employees, including benefits management, employee development programs, and essential HR functions. GMS works with businesses to help them retain top talent and stay compliant with labor laws. Contact us today to talk to one of our experts about how we can help you revamp your approach to seasonal employee management.

  • Depending on your location, severe summer weather usually starts sometime in June and ends in November. The Occupational Safety and Health Administration (OSHA) mandates that all employers create a written plan of action to protect employees in cases of emergency, including weather-related states of emergency.

    To avoid potential disruptions to your workflow and ensure your team’s safety, it’s critical to prepare for the potential onslaught of extreme weather events that can disrupt operations, damage infrastructure, and pose risks to employees and customers alike.

    Types Of Extreme Summer Weather

    Before preparing for extreme weather events, it’s crucial to assess the specific risks your business may face based on your geographical location and climate patterns. Coastal regions might need to prepare for hurricanes and storm surges, while inland areas could experience heatwaves, thunderstorms, or wildfires.

    The following are the most common weather events that may be cause for emergency in the workplace during the summer season:

    • Heat waves
    • Wildfires
    • Tornados
    • Hurricanes
    • Severe thunderstorms
    • Lightning strikes
    • Flooding

    Workplace Summer Safety Tips

    Building a well-defined emergency response plan is the cornerstone of preparedness and should be one of the first tasks you complete. This plan should outline procedures for various scenarios, including:

    • Evacuation protocols
    • Designated meeting points
    • Emergency contact details
    • Employee responsibilities during severe weather
    • Checklist of crucial items like flashlights, batteries, non-perishable food, and first aid supplies

    Many businesses form committees to devise plans for personnel safety and protecting data, documents, and equipment. Whether you create the plan yourself or delegate it to your team, once it’s formed, it should be communicated to all team members. All your staff should receive a copy of the emergency response plan and a form requesting a signature to verify that they have read it.

    While building your emergency response plan, there are a few other aspects to consider, including:

    Protect physical infrastructure

    Protecting physical infrastructure is paramount to minimizing damage during extreme weather events. This involves taking action on the property’s exterior and interior areas.

    Exterior

    • Secure or move objects that could be moved by high winds.
    • Ensure gutters are secure and cleaned to avoid water damage
    • Repair leaks in roofs, windows, or skylights that can cause severe water damage during heavy rain
    • Call a professional to trim trees or plants that may interfere with power lines or infrastructure in high winds
    • Consider installing flood barriers, like sandbags

    Interior

    • Clear areas around broken glass
    • Remove items off the ground, such as filing cabinets, that flooding could damage
    • Unplug electrical equipment
    • Use tarps or plastic bags to cover critical equipment

    Use backup power and utilities

    Power outages are common during severe weather events. Investing in backup power generators can help you maintain essential operations such as lighting, refrigeration, or other necessary equipment such as computer systems. Backup power can also help avoid or reduce damage from high heat or humidity.

    Implement weather monitoring systems

    Early detection of weather patterns can allow you to respond swiftly to impending threats. Weather monitoring systems, including weather apps, alert businesses to approaching storms or heat waves, enabling them to promptly activate emergency response plans if needed.

    If you choose to use a weather app, make sure it’s reputable. For example, the Federal Emergency Management Agency (FEMA) offers one that provides weather alerts and safety reminders. Your local media is also an excellent source of information and updates.

    Maintain communication channels

    Effective communication is critical during emergencies. Establish multiple communication channels, including email, text alerts, and social media, to quickly disseminate information to your employees, customers, and stakeholders.

    Secure data and digital assets

    In today’s digital age, protecting data and digital assets is as crucial as safeguarding physical infrastructure. Critical data should be regularly backed up to offsite locations or cloud servers to prevent loss due to equipment damage or power outages. Cybersecurity measures should also be strengthened to defend against potential breaches during chaotic periods.

    Designate safe shelters

    According to the American Red Cross, businesses should establish a designated shelter-in-place (SIP) area where anyone in the building can seek refuge in case of a sudden emergency. In tornado-prone areas, this weather shelter may be underground or in a room without glass windows.

    Develop local partnerships

    Collaboration with local emergency services, community organizations, and neighboring businesses can enhance preparedness efforts. Establishing partnerships allows you to share resources such as emergency supplies, manpower, or expertise during crises. It also fosters a sense of community resilience and support in times of need. A response plan should identify key contacts from these organizations to contact in case of emergency.

    Educate and empower employees

    Employees are often the first line of defense during emergencies. Training employees on emergency procedures, first aid, and evacuation protocols will empower them to respond calmly and effectively. In addition, educate your team to recognize warning signs of extreme weather and encourage them to report concerns promptly.

    Training will vary between workplaces. For example, businesses that regularly require employees to wear heavy personal protective equipment (PPE) should educate employees on the signs of heatstroke and develop protocols for avoiding working in extreme heat. Businesses that require employees to work in an office should develop a work-from-home protocol to avoid driving during bad storms.

    A great way to maintain regular training is via a quarterly meeting, one for each season. At these meetings, management should review emergency protocols, conduct drills, collect employee emergency contact information, and update employees on any changes to the emergency preparedness plan.

    Review and update regularly

    Emergency preparedness is an ongoing process that requires regular review and updates. Conduct post-event evaluations to identify areas for improvement in response plans and infrastructure. Updating contact information, reassessing risks, and incorporating lessons learned from past incidents ensures that your business can remain resilient in the face of evolving weather challenges.

    Know when to close up shop

    Finally, and perhaps most importantly, know when it’s time to close your doors. Ensure employees have adequate time to safely travel home and secure their homes ahead of severe weather. Establish a remote work policy to maintain operations until it is safe for employees to reenter the building.

    Preparing for extreme weather is a precautionary measure and a strategic imperative that can help protect your business during an extreme weather event. By following these tips, you can enhance your resilience, minimize disruptions, and maximize safety.  

    Stay Safe By Partnering With A PEO

    Severe weather can be unpredictable, but businesses can take steps to minimize risk and protect employees by partnering with a professional employer organization (PEO). A PEO like GMS offers comprehensive workplace safety programs with onsite training and consulting to help you prepare for extreme weather in every season.

    By collaborating with a PEO, companies gain access to expert guidance, safety training, and compliance resources. Contact our safety experts today!

  • On July 17th, the Internal Revenue Service (IRS) announced that some amended employment tax returns can be electronically filed using the Modernized e-File program.  

    The Modernized E-File (MeF) Program 

    MeF is a web-based system that allows electronic filing of tax returns. E-filing saves time and money. When taxes are e-filed, whether it be for businesses, professionals, or individuals, the data is directly transmitted online from the e-filer’s servers to the tax agency’s servers.  

    The MeF program provides electronic filing and payment options for filers of corporation, employment tax, estates and trusts, excise tax, exempt organization, individual, partnership, and withholding tax returns. Learn more about these returns here. 

    Amended Returns That Can Now Be E-Filed 

    The following amended employment tax returns can now be e-filed: 

    • Form 940, Employer’s Annual Federal Unemployment (FUTA) Tax Return 
    • Form 941-X, Adjusted Employer’s Quarterly Federal Tax Return or Claim for Refund 
    • Form 943-X, Adjusted Employer’s Annual Federal Tax Return for Agricultural Employees or Claim for Refund 
    • Form 945-X, Adjusted Annual Return of Withheld Federal Income Tax or Claim for Refund 

    Note: MeF cannot be used yet to e-file Form 944-X, Adjusted Employer’s Annual Federal Tax Return or Claim for Refund, or Form CT-1 X, Adjusted Employer’s Annual Railroad Retirement Tax Return or Claim for Refund. 

    About Form 940 

    Use Form 940 to report your annual Federal Unemployment Tax Act (FUTA) tax. Workers who have lost their jobs can receive unemployment compensation through the FUTA tax and state unemployment tax systems. Employers typically pay both federal and state unemployment taxes. Only employers pay the FUTA tax; your employee’s wages should not be subject to it. 

    About Form 941-X 

    Use Form 941-X to correct errors on a Form 941 that you previously filed. Form 941 is used to report both federal income taxes and Federal Insurance Contributions Act (FICA) taxes, the latter of which includes Medicare tax and Social Security tax. 

    About Form 943-X 

    Use Form 943-X to correct errors on a previously filed Form 943. Form 943 is a tax form used to report federal income tax, Social Security, and Medicare withholdings from agricultural employees. 

    About Form 945-X 

    Use this Form 945-X to correct administrative errors only on a previously filed Form 945. If the federal income tax you reported on Form 945 (including backup withholding) differs from the amount withheld from payees, you have committed an administrative error. 

    Use Form 945 to report withheld federal income tax from nonpayroll payments. Nonpayroll payments include: 

    • Pensions (including distributions from tax-favored retirement plans, for example, section 401(k), section 403(b), and governmental section 457(b) plans), and annuities 
    • Military retirement 
    • Gambling winnings 
    • Indian gaming profits 
    • Voluntary withholding on certain government payments 
    • Backup withholding 

    GMS Helps Keep Your Business Compliant 

    Staying compliant with the ever-changing landscape of tax and payroll regulations can be daunting for any business owner. With GMS, you can skip the manual work and focus on what truly matters—growing your business. Our expert team is dedicated to keeping you informed about new laws and regulations, ensuring your business remains compliant without the hassle. Let us handle the complexities of payroll and tax management. Contact us today to learn how GMS can support your business and simplify your operations! 

  • Depending on your industry, heat waves during the summer months are a severe concern for business owners. While the work still needs to be accomplished, extreme temperatures bring an added barrier that can be life-threatening if not taken seriously. As an employer, you have a legal and ethical obligation to provide a safe work environment, which includes taking precautions during periods of intense heat. This responsibility is particularly crucial if your team works outdoors, around hot sources or facilities with limited cooling, or in heavy, non-breathable work clothes.

    Heat-related illnesses can develop rapidly and become life-threatening if not addressed swiftly. Additionally, symptoms are often initially subtle and can vary between individuals. Prevention is the most effective approach to combating heat-related illnesses. However, in the event of an incident, having a detailed action plan is essential to ensure your team receives the necessary help as quickly as possible.

    What Is Heat Illness?

    Maintaining a consistent core temperature close to 98.6°F is essential for human health. Heat illness can occur when the body is exposed to excessive heat and cannot dissipate it effectively through natural mechanisms such as sweating. Sweating is the body’s primary cooling method, but if this fluid loss is not adequately replenished, it leads to dehydration.

    Prolonged dehydration impairs the body’s ability to regulate temperature, increasing the risk of heat-related illnesses. Understanding the mechanisms and consequences of heat stress is vital for preventing these conditions and ensuring the safety of your team during high temperatures.

    Common heat illnesses to be aware of include:

    • Heat rash: This condition often affects large areas of the body and appears as clusters of pimples or small blisters. It results from skin irritation due to excessive sweating and clogged pores.
    • Heat cramps: These painful muscle spasms typically occur in the legs, arms, or abdomen and are caused by a loss of electrolytes and dehydration from intense physical activity in hot conditions.
    • Heat exhaustion: Characterized by heavy sweating, weakness, dizziness, nausea, and a rapid pulse, heat exhaustion occurs when the body overheats. Immediate cooling and hydration are crucial to prevent progression to more severe conditions.
    • Heat stroke: This is a medical emergency where the body’s temperature regulation fails, leading to a rapid increase in core temperature. Symptoms include confusion, loss of consciousness, and hot, dry skin. Immediate medical intervention is required to prevent potentially fatal outcomes.

    Heat Stress Prevention

    Heat illness can become life-threatening within minutes. This means that it’s critical to have a robust plan in place to protect your team. The most effective strategy is a proactive one. Start by thoroughly assessing your work environment and look for ways to control the temperature. This could be through increasing air circulation by installing fans or air conditioning, minimizing steam and humidity in the workspace, and using heat-absorbing barriers to reduce temperature spikes.

    In addition, set up a designated cooling area with resources to maintain a comfortable atmosphere; this space will serve as a recovery zone for your employees to visit regularly. Ensure this area is shaded and equipped with water and seating. Portable tents or shelters are an excellent alternative for areas without natural shade.

    Beyond the physical work environment, it is also essential to consider the following:

    Train your team

    Training your team on the signs and symptoms of heat stress is another critical prevention tool. While it may not be possible for you to monitor the health and well-being of each team member, educating them on recognizing the signs in themselves and their peers is essential. With this knowledge, they can initiate your safety plan and seek medical attention or rest to prevent a life-threatening situation.

    Hydration

    Hydration is vital in preventing heat illness. Ensure that your team has easy access to cool water throughout the day. Encourage regular water breaks, even if they don’t feel thirsty, as thirst is not always an accurate indicator of hydration needs. Provide electrolyte drinks if possible, as they can help replenish essential salts lost through sweating. By prioritizing hydration, you can significantly reduce the risk of heat-related illnesses and maintain a healthier, more productive workforce.

    Plan ahead

    Planning is crucial, especially for outdoor work, to prevent heat illness and ensure the safety of your team. Schedule the most strenuous tasks for the early morning when temperatures are cooler, avoiding mid-to-late afternoon when temperatures peak. Additionally, incorporate regular rest periods into your schedule. Ensure these breaks are well-defined and frequent, allowing your team to rest and recover adequately.

    Establish a heat safety lead

    Appoint one or more designated team members to lead your heat safety initiatives. These individuals should be well-versed in prevention techniques and trained to take the necessary steps to secure emergency medical attention. By having a dedicated heat safety lead, you ensure that there is always someone focused on monitoring conditions and implementing safety protocols, enhancing your team’s overall protection and well-being.

    Acclimatization

    Gradually exposing your team to higher temperatures can help their bodies adjust safely. Implement the 20% rule, which involves a scheduled plan to increase heat exposure by no more than 20% daily. This gradual acclimatization allows the body to adapt to the heat, reducing the risk of heat illness and ensuring a safer working environment. By carefully managing exposure to high temperatures, you can help your team build tolerance and resilience, improving their ability to work safely and effectively in hot conditions.

    Risk Management With GMS

    As a business owner, you have a lot on your plate. Ensuring the health and safety of your team is a critical part of your responsibilities. Still, it can be challenging to determine if your policies and protocols meet OSHA’s safety standards. Partnering with a professional employer organization (PEO) like GMS can save you time and money while ensuring the safety of your team.

    GMS enables businesses to be proactive about workplace safety, minimizing risks and reducing the likelihood of employee injuries or illnesses on the job. From training to onsite inspections, we assist in assessing and bringing your worksite to proper safety standards. Our comprehensive services ensure your safety protocols are effective and compliant, giving you peace of mind and allowing you to focus on other aspects of running your business. Contact us today, and let us help you protect your team!

  • While peak seasons can bring exciting opportunities, it can also be a stressful time for small business owners. These periods often mean a surge in customers and needing to adjust your staffing and operations accordingly. To prevent your employees from feeling overwhelmed by the increased demand, you may need to hire temporary workers, extend business hours, or reorganize work schedules. Balancing these adjustments while maintaining service quality requires planning and flexibility so your business continues to run smoothly.

    Finding and training temporary employees can help alleviate the pressure off your regular staff while meeting the heightened need for more workers. However, hiring temporary workers presents its own set of challenges. Not only do these positions need to be filled quickly, but new employees need to be prepared to deliver the same level of service your customers expect. Providing adequate training and support is key to effectively integrating temporary workers into your team and promoting your business’s success during peak seasons.

    The Seasonal Staffing Cycle

    Seasonal hiring can provide businesses with the extra help necessary to manage sudden spikes in demand during specific times of the year. This cycle is crucial for industries where demand varies with seasons, holidays, or special events. Retail, hospitality, tourism, and agriculture heavily rely on seasonal hiring to adjust their workforce during busy periods. The flexibility of seasonal hires allows businesses to swiftly ramp up their staff to handle increased customer traffic, production needs, or service demands.

    By having enough staff on hand during busy periods, you can continue to provide quality service while also capitalizing on increased sales and profits. Furthermore, the ability to adjust your workforce as needed with seasonal hires can help control operational costs and maintain efficiency during fluctuations. Once the busy season ends, you can scale back without the long-term costs of hiring permanent employees.

    Steps In The Seasonal Hiring Process

    Businesses should establish clear timelines and objectives well in advance for a smooth and efficient seasonal hiring process. Take a proactive approach and prepare for the following steps of seasonal hiring:

    Pre-planning

    The key to successful seasonal hiring is planning well before extra workers are required. Before the hustle begins, set clear goals and objectives aligned with your business needs during the peak period. This includes determining the number of temporary positions required, the necessary skills, and balancing your budget.

    Review previous seasonal hiring efforts to identify areas for improvement and strengthen your strategy. By analyzing past metrics such as turnover rates, time-to-hire, and employee performance, you can better prepare for the upcoming season.

    Step 1: Recruitment

    In the recruitment phase of seasonal hiring, it’s essential to use all available channels to attract qualified candidates for your unfilled temporary positions. To start spreading the word about your openings, post clear, targeted descriptions on online job boards and on your social media channels. Online job boards quickly reach a wide pool of candidates, while social media lets you directly engage with potential hires.

    You can also tap into referrals from your current team, which can bring in pre-vetted candidates with existing knowledge of your company. Combining these methods can boost your chances of finding seasonal talent that fits in with your team.

    Step 2: Selection and hiring

    Determining the right seasonal hires goes beyond skills and experience. While technical skills are important, prioritizing candidates with a strong learning mindset and willingness to adapt can ensure they thrive in dynamic roles. Screening techniques, such as phone interviews or online assessments, can help quickly identify qualified candidates.

    Ask questions to gauge whether they’ll fit in well with your team and company culture. Be clear about job details, schedules, and potential for long-term roles to help manage expectations on both sides. Taking a balanced approach will assist you in identifying the appropriate candidates.

    Step 3: Onboarding and training

    Once you’ve found the right candidates, onboarding and training seasonal workers must be efficient yet impactful. Seasonal hires should be trained in company policies, safety protocols, and basic procedures to ensure they have the essential knowledge for their role. While training, measure their engagement to ensure they are truly grasping the expectations of their position. Leave room for questions and feedback during training sessions to encourage more involvement and interaction from new seasonal hires. Try to spot any gaps in their learning early on and adjust as needed to promote an effective transition into their role.

    Monitoring Performance

    After seasonal employees have been onboarded, keep track of how they are adapting and work with them directly to set performance goals. Setting goals helps measure progress and ensures everyone is clear on which tasks and responsibilities need to be prioritized.

    Arrange regular check-ins and frequent communication to provide feedback, address challenges, and offer support as needed. This not only nurtures a collaborative environment but also makes seasonal employees feel valued and aligned with the team’s objectives.

    Preparing For Future Seasons

    The process doesn’t end after a successful seasonal rush. Collecting feedback and analyzing the steps of your seasonal hiring process is crucial for continuous improvement for future seasons. By gathering insights from both seasonal hires and managers, you can determine strengths and areas that need to be re-strategized. Refine your tactics to enhance your ability to attract, onboard, and retain seasonal talent more effectively in the future. Learning from each season’s experience helps you prepare for upcoming peaks in demand while maximizing productivity and customer satisfaction year after year.

    GMS Makes Recruitment And Hiring Easier

    Eliminate the stress of seasonal hiring with a professional employer organization (PEO) like GMS. By partnering with GMS, businesses can delegate the complexities of recruiting and onboarding seasonal staff to HR experts. Our HR services can help with all aspects of seasonal hiring, from training new employees to monitoring performance.

    Our team at GMS can also assist small business owners in acquiring candidates for permanent positions. With access to competitive benefits packages, including health care coverage and 401k planning, you can attract and retain top talent. While a PEO streamlines your hiring process, you maintain full control over selecting the right employee for your business.

    Contact us today to discover how GMS can optimize your hiring strategies and support your business growth!

  • Onboarding new employees is an exciting time, but there are important compliance requirements to handle as well. The first order of business should be having your new hire complete a Form W-4. 

    What Is Form W-4 And Why Is It Important? 

    Form W-4 allows employees to determine how much federal income tax should be withheld from their paycheck each pay period. This ensures they don’t receive a huge tax bill when filing their annual return. The Internal Revenue Service (IRS) calculates how much tax to withhold based on the withholding information each employee indicates on their Form W-4. The IRS also considers whether employees are filing jointly or independently. 

    The amount of withholding depends on the following factors: 

    • Filing status (single, married, or head of household) 
    • Number of dependents 
    • Other jobs or income sources 
    • Anticipated deductions and credits 

    Employees have access to helpful tools, such as the IRS tax withholding estimator. This tool can assist them in determining the proper withholding allowances to claim on their Form W-4. 

    Employer Responsibilities 

    As the business owner, you cannot fill out Form W-4 for your employees or influence how they complete it. If an employee doesn’t submit this form, the IRS requires you to withhold taxes from them at the highest rate (which your employees won’t be happy about). However, you do need to do the following: 

    • Provide your business’s Employer Identification Number (EIN) 
    • Note the employee’s hire date 
    • Enter your company name and address 
    • Calculate the withholding amount based on the employee’s W-4 inputs 

    It’s a good practice to remind employees to update their Form W-4 anytime they have a major life change, such as getting married, having a child, or gaining another income source. This ensures proper withholding throughout the year. 

    If your employee didn’t claim all the allowances they were entitled to, their employer cannot repay the tax previously withheld, but the employer should ensure the employee fills out a revised Form W-4 to correct the amount moving forward.  

    Let GMS Handle Form W-4 Compliance 

    Keeping up with Form W-4 rules and properly withholding taxes for all employees can be an administrative burden. That’s where GMS comes in. As a professional employer organization (PEO), we take on full responsibility for payroll tax compliance, including: 

    • Collecting and processing Form W-4’s 
    • Calculating precise withholding amounts 
    • Filing quarterly and annual payroll tax returns 
    • Remaining up to date on changing regulations 

    This allows your team to focus on your core business operations while resting assured your payroll taxes are being managed accurately and on time. At GMS, we understand the challenges of remaining payroll tax compliant, especially when managing Form W-4s across a workforce. Our PEO services provide a comprehensive solution, ensuring proper withholdings and filings so you avoid penalties and audits. Contact us today to learn how our services can save you time and money while reducing risk! 

  • As health care costs continue to rise, more people are looking for ways to save on medical expenses. One powerful tool that can help is a health savings account (HSA). This unique type of account allows you to set aside money specifically for qualified health care costs while providing triple tax advantages.

    An HSA allows you to put money away and withdraw it tax free, as long as you use it for qualified medical expenses, like deductibles, copayments, coinsurance, and more. (Generally, insurance premiums aren’t considered qualified medical expenses.) You’re eligible to contribute to an HSA when you’re covered by an HSA-eligible plan (sometimes called a High Deductible Health Plan (HDHP)).

    Who Is Eligible For An HSA? 

    To be eligible for an HSA, you must be enrolled in a high-deductible health plan (HDHP). An HDHP has a higher annual deductible than traditional plans but comes with lower monthly premiums.

    The maximum amount you’re allowed to contribute to an HSA in 2024 is $4,150 if you participate in the HDHP as an individual or $8,300 if you participate in the HDHP as a family.

    If you are an HSA holder aged 55 or older, you may also contribute an extra $1,000 annually as a catch-up contribution. The maximum contribution amount allotted for an HSA in 2024 is $1,600 for individual coverage or $3,200 for couples or family coverage. Please note that HSA contribution maximums are adjusted annually for inflation.

    Any eligible individual can contribute to an HSA. For an employee’s HSA, the employee, the employee’s employer, or both may contribute to the employee’s HSA in the same year. For an HSA established by a self-employed (or unemployed) individual, the individual can contribute. Family members or any other person may also make contributions on behalf of an eligible individual. The funds grow tax-deferred, similar to a traditional individual retirement account (IRA) or 401(k) contributions. Best of all, withdrawals from your HSA are completely tax-free when used for qualified medical expenses.

    Opening a Health Savings Account 

    Opening an HSA is easier than you may think. In most cases, your employer will offer you an HSA if you take advantage of their medical coverage. However, if your employer does not offer an HSA as a part of your benefits package, you can open one yourself. Banks, credit unions, and investment brokerages provide these accounts. You can also get coverage by visiting HealthCare.gov. You will not be eligible to open an HSA if you’re enrolled in Medicare or a health care plan that doesn’t require you to pay deductibles or copays before receiving coverage.

    Contribute Or Withdraw From Your HSA

    Once you are enrolled in your HSA, you can start contributing to your account immediately. Deposits can be made by you, your employer, or your spouse, but you must ensure that any contributions made do not exceed the annual limit. If you withdraw money from your HSA for non-medical expenses before you turn 65, you must pay the federal income tax and a 20% penalty.

    Benefits Of An HSA 

    Qualified expenses cover a wide range of health care costs, including deductibles, copays, prescriptions, dental treatment, vision care, and even insurance premiums if you receive federal or state unemployment benefits. The funds can be used to pay expenses for yourself, your spouse, or your tax dependents, even if they’re not covered by your HDHP.

    One of the biggest advantages of HSAs is that the money is yours to keep indefinitely. Unlike flexible spending accounts (FSAs), unused HSA funds roll over from year –to –year without expiring. The money you invest is not taxed; interest and investment earnings are tax-free, and you won’t pay taxes on eligible purchases.

    You can continue using the account to pay for medical costs after changing jobs or retiring. After age 65, you can withdraw HSA funds for non-medical purposes without a penalty (though subject to income tax).

    If you have an HDHP, opening an HSA is a smart way to build up a dedicated health care savings fund while reaping significant tax benefits along the way. With triple tax advantages and funds that are yours for life, HSAs provide a powerful way to prepare for current and future medical costs.

    GMS Can Help Guide You

    At GMS, we understand the value of an HSA in helping our clients save money while preparing for health care expenses. That’s why we offer HSA administration services alongside our comprehensive suite of PEO solutions. Our team of experts are here to guide you through the process of setting up and managing an HSA that works seamlessly with your HDHP, providing you with the support and guidance you need.

    With GMS as your partner, you can maximize the tax advantages of an HSA while streamlining compliance and strengthening your overall employee benefits program. By collaborating with a PEO like GMS, business owners can ensure their workforce gains access to HSAs and other benefits plans. Through tailored guidance, support, and an array of benefits options, GMS empowers businesses to enhance their offerings, fostering satisfaction and financial security. To learn more about our benefits offerings, contact us today.

  • Navigating the complexities of human resources can be daunting, especially for small businesses with limited resources. From payroll processing to benefits administration and compliance with employment laws, managing HR functions internally often becomes overwhelming. That’s why a professional employer organization (PEO) provides comprehensive services for businesses that need help. By partnering with a PEO, businesses can access expert HR support, streamline operations, and focus on their core activities, saving time and money in the long run.

    There are several misconceptions about what it means to partner with a PEO. Fortunately, we’re here to help answer your questions. We’ve debunked a few common myths about partnering with a PEO.

    Myth: PEOs Take Over Control Of Your Business

    Fact: A PEO doesn’t take over your company; it’s a partnership.

    No one wants to lose control of their business. Contrary to popular belief, hiring a PEO won’t result in a takeover; instead, PEOs partner with companies to provide expert guidance and support, enabling more informed business decisions that can save time and money. 

    The confusion often arises from the co-employment model that PEOs use. While it may sound like your staff is now part of the PEO’s company, this model allows PEOs to take on HR responsibilities and liabilities without interfering with your business operations. This means that while the PEO handles tasks such as payroll, benefits administration, and compliance, you maintain complete control over your day-to-day operations and decision-making processes. 

    In addition, partnering with a PEO enhances your business’s buying power. By pooling employees from multiple companies, PEOs can negotiate better rates on benefits packages. This allows you to offer your team benefits comparable to those of a Fortune 500 company, making your business more attractive to top talent and helping with employee retention.

    Myth: PEOs Decide Who To Hire And Fire

    Fact: You retain complete control over your staffing choices.

    When partnering with a PEO, you control your staffing decisions. PEOs are there to streamline and support the hiring process, but the final decision always rests with you. 

    PEOs can significantly enhance the efficiency of your hiring process by screening applicants and presenting only the most qualified candidates. This saves you time and ensures access to a top-tier talent pool when hiring. However, the ultimate choice of who to bring on board remains entirely in your hands, preserving your control over the composition of your team. 

    In addition, PEOs provide comprehensive employee management systems that offer valuable tools for tracking employee progress and documenting incidents such as poor performance or inappropriate behavior. These systems enable you to monitor performance effectively and maintain detailed records. Should you need to make the difficult decision to terminate an employee, having thorough documentation helps safeguard your business against potential legal challenges.

    Myth: Small Businesses Can’t Benefit From PEOs

    Fact: PEOs are especially helpful for small businesses.

    You don’t need to run a large corporation to take advantage of a PEO’s services. Small businesses face many challenges regarding HR functions, much like their larger counterparts. A small company might have one person wearing many hats, making managing payroll, navigating compliance issues, and handling employee benefits overwhelming and time-consuming. These tasks often lead to late hours, costly inefficiencies, and the potential for errors that can have significant financial and legal repercussions. 

    A PEO can alleviate these burdens by providing specialized expertise and support in managing HR functions. By partnering with a PEO, you can gain access to a team of HR professionals who are well-versed in the complexities of HR and regulatory compliance without having to hire a full-time HR professional. This ensures accuracy and efficiency and frees up valuable time for you and your managers to focus on core business initiatives. 

    Myth: PEOs Are Too Expensive

    Fact: PEOs are an intelligent investment

    Investing in a PEO is a strategic decision for businesses of all sizes. While PEOs typically charge a fee per employee per month, the significant saving in HR functions and overall operational efficiency typically offsets the cost. 

    PEOs bring expertise to your business, streamlining HR and identifying and resolving costly issues before they escalate. Their proactive approach to HR management ensures that common pitfalls and compliance risks are addressed, preventing the “inevitable HR issues” that can disrupt business operations and lead to financial penalties.

    Myth: PEOs Damage Company Culture

    Fact: PEOs can enhance your company culture

    Like most organizations, you take great pride in your workplace’s culture. Culture is carefully built and requires considerable effort to maintain, so understandably, you want to protect it. Contrary to concerns that partnering with a PEO might harm your company culture, PEOs can enhance it. 

    PEOs provide access to top-tier benefits and a wider pool of resources, which can significantly contribute to a positive work environment. This leads to higher employee satisfaction and morale, which are critical components of a strong company culture. 

    Additionally, PEOs offer onboarding and training and development support, which can further reinforce your company’s values and goals. By providing opportunities for professional growth and development, PEOs help employees feel more engaged and invested in the company’s success.

    This enhances individual performance and fosters a collaborative and motivated workforce.

    PEOs also help create and maintain comprehensive employee management systems, including performance tracking, feedback mechanisms, and conflict resolution processes. These systems help ensure that your company culture remains positive and productive by addressing issues promptly and effectively. A PEO partnership enables you to maintain the essence of your culture while benefiting from the additional support and resources that a PEO provides.

    Partner With GMS 

    PEOs like GMS offer a range of benefits while saving you time and money in the long term. Over the past 25+ years, GMS has helped over 3,500 companies manage their HR functions. As HR experts, we take on the administrative burdens that companies don’t have the time or expertise to manage effectively, including:

    Contact us today to talk to one of our experts about how a PEO can help our company improve its HR functions.

  • The complex calculations, meticulous record-keeping, and strict regulations make payroll a daunting task. As a small business owner, you’re already juggling numerous responsibilities, from managing daily operations to strategizing for growth. Using your valuable time on payroll can divert your attention from what’s most important – building your business.

    Streamlining payroll processing can help you reclaim your time while also ensuring your employees are paid accurately and on time. Integrated payroll services combine payroll processing with other essential business functions, such as HR and benefits administration. With integrated payroll processing, you can reduce administrative burdens, maintain compliance with tax and labor laws, and boost efficiency.

    The Challenges Of Payroll Management For Small Businesses

    Payroll management can be challenging for small business owners, impacting productivity and financial health. Manual calculations and record-keeping are tedious tasks that take up valuable time and resources.  That time adds up quickly, highlighting the substantial burden these processes can inflict.

    Not only are manual calculations time-consuming, but they can also lead to filing errors and compliance issues. Human errors in payroll processing can lead to serious consequences, including legal penalties and upset employees. In fact, 40% of small to mid-sized businesses are penalized by the Internal Revenue Service (IRS) due to inaccuracies in their payroll filings, incurring fines costing around $845. These complex regulations require extensive knowledge and attention to detail, as minor errors can be expensive.

    What Are Integrated Payroll Services?

    Integrated payroll services go beyond traditional payroll processing by also covering other critical business operations. This could include HR management for employees, timekeeping systems for accurate hour tracking, and benefits administration for health insurance and retirement plans. These comprehensive services consolidate all aspects of employee management into one system, eliminating the need for multiple platforms and reducing manual data entry. By integrating payroll with HR and other functions, businesses can save time and resources while enhancing accuracy.

    The Benefits Of Integrated Payroll Services

    Small businesses can gain significant advantages from integrated payroll solutions. From automating calculations to ensuring compliance, integrated payroll systems streamline payroll processing and simplify administrative tasks. You can expect the following when you utilize an integrated payroll service:

    Time savings

    When you use an integrated payroll service, you can save time and effort in managing payroll tasks. reducing the time spent on manual calculations. Data entry and processing are streamlined into a single platform, increasing operational efficiency. Integrated payroll services also provide real-time updates and reporting, allowing you to make swift decisions regarding your business and employees.

    Increased accuracy and compliance

    Integrated payroll greatly enhances accuracy and compliance in payroll management. By automating tax calculations and filings, these systems ensure that deductions and contributions are calculated correctly and submitted on time, reducing the risk of errors. Furthermore, integrated payroll services are designed to stay up to date with federal, state, and local regulations. This helps you remain compliant with the latest legal standards and protects your business from penalties and fees.

    Simplified HR management

    Alongside optimizing payroll, integrated payroll services incorporate crucial HR functions into the same system, simplifying HR management. Integrated payroll assists in facilitating data collection and employee benefits enrollment, making onboarding new hires a smooth process. They also improve the accuracy of time and attendance tracking by automatically recording work hours, leaves, and overtime. With combined systems, employees can easily manage their health insurance plans, retirement contributions, and other benefits, streamlining benefits administration.

    Cost efficiency

    Helping businesses save time and resources, integrated payroll services ultimately reduce overall expenses. By simplifying payroll and HR processes with automations, these systems minimize administrative overhead and reduce the need for dedicated payroll staff. With the accuracy of integrated payroll, businesses can also mitigate the risks of costly penalties due to human error. You can also adjust your integrated services based on the growth of your business, easily adding or removing features as needed without incurring extra costs.

    Enhanced employee experience

    Integrated payroll services aren’t just a great tool for business owners; they also provide numerous benefits for employees. Self-service portals allow employees to access their pay stubs, tax forms, and other important documents. Having this information provided transparently and readily available builds trust and limits the need for manual requests and inquiries.  Additionally, integrated payroll services can improve communication between employees, HR, and payroll departments by centralizing payroll and benefits information.

    What To Look For In An Integrated Payroll Service Provider

    Choosing the right integrated payroll service provider for your business requires careful consideration. An integrated payroll system should smoothly fit into your current operations, making it simpler and more efficient. Look out for the following features when searching for an integrated payroll service that suits your needs:

    • Automation and integration: The integrated payroll service you select should automate payroll processing, tax filings, and other HR tasks. It should also easily communicate data with your other tools or systems.
    • Compliance tools: Your integrated payroll system should receive automatic tax updates and have built-in compliance features for adhering to regulations and audits.
    • Employee self-service portals: Employees should be able to access paystubs, tax information, and benefits through a user-friendly self-service portal that lets them update personal details.
    • Flexibility for growth: As your business grows, your integrated payroll solution should also adapt, allowing you to adjust services as your needs evolve.

    How To Implement Integrated Payroll

    Once you’ve found the perfect fit for your business, begin integrating your new payroll system by planning and communicating the transition to your employees. Start by establishing a clear transition timeline and secure technical support to encourage an efficient rollout of your new integrated payroll system. Next, consider how your existing data will be migrated to the new integrated system. Your new service provider can help facilitate a smooth and accurate transfer of employee and payroll information. Additionally, ensure your employees are comfortable with the new system by providing training sessions that familiarize your team with the self-service portal and other functions.

    Payroll Management With GMS

    Managing payroll and keeping up with tax regulations can be a complex and time-consuming task for small business owners. A professional employer organization (PEO) like GMS can turn the burden of payroll management into a strategic advantage with our integrated HR solutions.

    GMS Connect, our fully integrated HR information system (HRIS) offers access to tools for payroll, benefits, HR, recruiting, performance management, and more. With GMS Connect, you can manage your business’s payroll and HR functions from anywhere, on any device with internet access.

    Our payroll processing services include a user-friendly online system for , streamlining your workflow. Once you input your payroll data, GMS experts handle all the details associated with filing taxes, from ongoing maintenance to compliance. Contact us today to transform your payroll management and HR operations!

  • As a business owner, ensuring the health and safety of your team should be a top priority. Your employees’ work and productivity are vital to keeping your business running smoothly, and any threat to their safety can significantly impact your business’ operations. While maintaining a safe working environment involves several factors, there are specific legal obligations you must adhere to.

    Under the U.S. Department of Labor, the Occupational Safety and Health Administration (OSHA) has established comprehensive guidelines that businesses must follow. These guidelines extend beyond the physical workplace, including emergency plans, proper documentation, and more. While a few businesses are exempt, which we will discuss later, most companies must comply with OSHA regulations regardless of size. Non-compliance can lead to significant fines, legal consequences, and reputational damage that may be challenging to recover from.

    Prioritizing OSHA compliance not only ensures the safety and health of your team but also fosters a culture of responsibility and care within your organization. By doing so, you mitigate risks and contribute to a more productive and motivated workforce, which can ultimately drive your business toward sustained success. In other words, OSHA compliance is not just a legal obligation but a strategic move that can enhance your business’ performance and reputation.

    Exempt And Partially Exempt Businesses

    While most businesses are required to comply with all OSHA regulations, several factors determine whether your business falls under OSHA’s jurisdiction and the extent of compliance needed:

    • Small business exemptions: Companies with 10 or fewer employees are partially exempt from OSHA. While they must still comply with specific reporting requirements, they are not required to maintain records of illnesses or injuries unless directed otherwise by OSHA.
    • Industry-specific exemptions: Depending on the industry, businesses with 10 or more employees may still be partially exempt from OSHA’s recordkeeping requirements. Low-risk sectors, such as payroll services and research and development, for example, have reduced OSHA responsibilities and are only required to comply with specific regulations.
    • Location-based exemptions: OSHA has reviewed and approved 22 state employee safety programs. If your business operates in one of these states, you must follow the specific regulations set forth by the state’s safety program rather than federal OSHA regulations.
    • Self-employed exemption: This only applies to businesses where the owner doesn’t have employees. Once a business owner hires one or more employees, they become subject to OSHA regulations.
    • Federally or state-regulated industries: These industries include mining and milling, aviation, churches and religious establishments, to name a few. While these organizations do not fall under OSHA, they must adhere to their industry’s specific regulations to ensure the health and safety of their workers.
      It’s critical to understand your business’ required level of compliance. In addition, as your business grows, it’s important to regularly revisit your health and safety practices to ensure ongoing compliance, as your status may change.

    OSHA Requirements For Employers

    As a business owner, you are responsible for providing a safe workplace free from serious hazards. Workplace injuries can significantly impact your employees, reducing productivity and morale. Unsafe work environments often result in increased absenteeism, as injured employees may require extensive time off, which in turn places additional labor demands on the remaining staff. This can lead to burnout, disengagement, and even more injuries due to fatigue. Investing in the health and safety of your team can save you time and money in the long term.

    Beyond creating a safe work environment, OSHA also requires you to implement and maintain several key safety protocols and practices, including:

    Emergency plan

    A clearly defined emergency action plan (EAP) is essential in a crisis requiring employees to evacuate the workplace; this plan should outline the procedures for exiting the building or work zone safely. Ensure all staff members know the EAP and that it’s in an accessible area for easy reference, such as the cafeteria or a common gathering area. Regular drills and updates to the plan will help keep employees prepared and aware of the proper actions to take during an emergency.

    Fire safety plan

    Similar to the emergency action plan, a written fire safety plan is required. In addition, marked exits that are always obstruction-free are mandatory. If you choose to keep fire extinguishers onsite, while not required by OSHA in most cases, it’s essential to train your employees on proper use.

    Safety tools and training

    As an employer, you must provide all necessary tools and safety equipment for your team. This varies depending on your industry, but personal protection equipment (PPE) while operating heavy construction equipment is one example. Additionally, it’s crucial to ensure that employees are adequately trained in using and maintaining these tools. Regular training sessions will help maintain a high level of safety and proficiency.

    Personal protection equipment (PPE)

    PPE includes items such as head protection, gloves, masks, respirators, and eye, face, and ear protection. In industries where employees handle hazardous materials or work in dangerous environments, it’s your responsibility to provide the appropriate PPE and ensure your staff utilizes it effectively. Integrate regular training sessions and reminders into your workflow to reinforce proper usage.

    Documentation and reporting

    OSHA has specific documentation and reporting requirements for workplace injuries and illnesses. While you must report all cases to OSHA, the severity of the incident will dictate the reporting timeline. For instance, fatalities or amputations require you to file a report within eight hours of the incident, while less severe injuries require a report within 24 hours. Maintaining accurate records and adhering to these reporting guidelines are essential for compliance and employee safety.

    OSHA compliance is a serious task that can be time-consuming and costly. If you’re not sure where to start , this OSHA compliance checklist will help ensure you’re on the right track. However, if you’re seeking more assistance, partnering with a professional employer organization (PEO) like GMS can be highly beneficial.

    How GMS Can Help

    As a small business owner, you can take extensive measures to create a safe working environment, but accidents may still happen; having a plan for when they do occur is the best way to ensure your team and your business are as protected as possible. GMS’ workers’ compensation experts work closely with your company to create a comprehensive risk management plan to keep your employees safe while also saving you money. In addition, our experts are always ready to help you navigate claims in real time. Our partnership with CarivaCare provides our clients with 24/7 access to the workers’ compensation nurse triage program. This program offers employees a neutral, third-party medical professional to report any injuries on the job.

    PEOs like GMS not only ensure compliance with OSHA but also implement cost-containment and loss-prevention strategies to lower workers’ compensation rates and save your hard-earned money. Contact us today, and let us help you create a safer and more compliant workforce!