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  • In a significant move to empower employees and safeguard their rights, New York City has unveiled a mandatory new workplace poster as part of its commitment to fostering a transparent and fair working environment. This initiative, rooted in the city’s “Workers’ Bill of Rights,” ensures that every employee is well-informed about their rights at work. Continue reading to learn what you need to know about this pivotal development.

    The new poster can be found by clicking here.

    Understanding The “Workers’ Bill Of Rights”

    The “Workers’ Bill of Rights” is a comprehensive effort by New York City to provide its workforce with a clear understanding of their entitlements and protections under state and federal law. Recognizing the diverse linguistic landscape of the city, the newly released poster by the New York Department of Consumer and Worker Protection (DCWP) captures the spirit of inclusivity and accessibility. The poster embodies the city’s commitment to reaching every worker by featuring “Know your rights at work” in 12 different languages.

    The Role Of QR Codes In Promoting Accessibility

    A standout feature of the poster is its large quick-response (QR) code, which serves as a digital gateway to a wealth of information. By scanning this QR code, workers are directed to a dedicated page on the DCWP website titled “Workers’ Bill of Rights.” This page not only outlines state and federal workplace laws but also provides links to relevant enforcement agencies, ensuring that employees have on-the-go access to essential resources and support mechanisms.

    Implementation Timeline And Employer Responsibilities

    Beginning July 1st, 2024, employers across New York City are required to distribute this multilingual poster to all existing employees and new hires. The mandate extends beyond just distribution; employers are obligated to prominently display the poster within the workplace and through any online platforms commonly used to engage with their employees. This dual approach of physical and digital posting is aimed at maximizing visibility and ensuring the message reaches every corner of the workforce.

    Compliance And Penalties

    The city has taken a firm stance on compliance, signaling that adherence to these new requirements is not optional. Following an initial violation, employers may face civil penalties, underscoring the seriousness with which New York City views the protection of workers’ rights. This move is indicative of a broader trend towards increased accountability and transparency in the employer-employee relationship, with the city leading the charge in setting new standards for workplace fairness.

    Where GMS Comes Into Play

    In the dynamic and evolving landscape of New York City’s business environment, a professional employer organization (PEO) like GMS stands out as a valuable partner for businesses looking to navigate the complexities of compliance, HR, and employee management. GMS’ expertise and resources allow business owners in New York City to offload the burden of administrative tasks, access comprehensive HR support, and ensure adherence to the latest regulations, including the implementation of initiatives such as the “Worker’s Bill of Rights” poster. With the guidance of GMS, businesses can focus on their core objective while fostering a workplace culture that prioritizes employee well-being and compliance, ultimately contributing to their long-term sustainability and success in New York City. Contact our experts today to learn more.

  • A safe workplace can help make for a more successful business. Not only do safety guidelines help keep your employees safe, but they also save you from having to deal with costly workers’ compensation claims. Additionally, when you make it a point to value safety, you gain a reputation for caring about your employees, which can help boost your recruitment and retention efforts.

    Aside from these apparent benefits, workplace safety programs provide many perks you might not necessarily consider. From increased productivity to reduced environmental impact, there are many advantages to creating a safe workplace.

    What Is A Workplace Safety Program?

    A workplace safety program is a set of practices and procedures designed to keep employees safe and healthy on the job. It’s not just about following regulations (although that’s important too!), it’s about creating a culture of safety where everyone is committed to preventing accidents and illnesses.

    Critical elements of a successful workplace safety program include:

    • Management leadership: Management sets the tone for safety in the workplace. This means being visible, involved, and committed to safety.
    • Worker participation: Employees should be involved in identifying hazards, developing safety procedures, and reporting unsafe conditions.
    • Hazard identification and control: The program should regularly identify, assess, and control potential hazards in the workplace.
    • Education and training: Provide your team with training on hazards, safe work practices, and personal protective equipment (PPE).
    • Program evaluation and improvement: You should regularly evaluate your policies to ensure they are up-to-date and identify areas for improvement.
    • Communication and coordination: There should be clear communication about safety expectations and procedures. This includes communication between employees, managers, and any contractors or temporary workers.

    Unexpected Benefits Of Workplace Safety Programs

    The primary function of workplace safety programs is to prevent accidents, injuries, and occupational hazards. However, beyond its primary goal, these programs can bring several other benefits, including the following:

    Better retention rates

    When you implement a workplace safety program, you’re working toward creating a better environment for your employees. The Society for Human Resource Management (SHRM) found that employees of businesses who prioritized health and safety were four times more likely to report job satisfaction. A safe workplace is a happy workplace that retains employees year after year.

    Enhanced organizational reputation

    A robust workplace safety program reflects positively on your reputation. Businesses known for prioritizing safety are perceived as responsible and caring employers. This reputation can attract top talent, improve customer trust, and strengthen relationships with stakeholders, including investors and regulatory bodies.

    Reduced costs and increased efficiency

    You may know that workplace safety programs are a sound financial decision, but how much money can it save? One study found that facilities in California that had been inspected by California’s Occupational Health and Safety Department saw 26% average cost savings on workers’ compensation following an inspection compared to similar uninspected workplaces.

    While the initial investment in safety equipment and training may seem costly, it often leads to significant cost savings over time. Fewer workplace accidents mean lower expenses for workers’ compensation claims, medical costs, insurance premiums, and potential legal fees. Moreover, a safer work environment tends to be more efficient, with fewer disruptions due to accidents or absenteeism.

    Compliance with regulatory requirements

    Implementing a comprehensive safety program ensures compliance with health and safety regulations set forth by governmental agencies. Meeting regulatory requirements not only avoids fines and penalties but also establishes a framework for best practices in workplace safety.

    Improved quality of work

    A good safety program can keep your employees healthy, but did you know they can also make them more productive? Businesses experienced a 43 percent increase in productivity from employees who followed a workplace safety program, meaning that the program not only helped keep employees safe but also made them work more efficiently than before.

    Why? Employees who aren’t worried about safety hazards are better able to focus on their tasks, leading to higher-quality products or services. Reduced accidents and errors contribute to smoother operations and better customer satisfaction.

    Enhanced teamwork and communication

    Safety programs often promote teamwork and open communication among employees. Safety training sessions and regular safety meetings allow workers to interact, share concerns, and collaborate on safety initiatives. This improved communication can extend beyond safety issues and positively impact overall teamwork and collaboration within the organization.

    Innovation and continuous improvement

    Safety programs encourage a culture of innovation and continuous improvement. Employees and managers actively involved in safety initiatives often identify opportunities for process improvements and technological advancements that not only enhance safety but also increase efficiency and reduce costs.

    Reduced environmental impact

    Many workplace safety programs include initiatives that reduce operations’ environmental impact. Implementing energy-efficient practices, reducing waste, and using safer chemicals or materials can contribute to sustainability goals and demonstrate corporate responsibility.

    Better emergency preparedness

    Safety programs often incorporate emergency preparedness and response plans. Employees trained in emergency procedures are better equipped to handle unexpected situations such as fires, natural disasters, or medical emergencies. This preparedness can save lives and minimize property damage during critical incidents.

    Long-term business sustainability

    Ultimately, a commitment to workplace safety contributes to the long-term sustainability of the business. By protecting employees, minimizing risks, and fostering a positive work environment, you can build resilience against external challenges and position your business for continued success in the marketplace.

    Start Your Own Workplace Safety Program

    Workplace safety programs offer more than just protection against accidents—they promote employee well-being, enhance organizational reputation, improve efficiency, and contribute to overall business success. Investing in safety is a legal and moral obligation and a strategic decision that pays dividends in numerous ways.

    Don’t wait to institute a workplace safety program for your business. Contact Group Management Services today, and we will help you see the benefits of a safer workplace for your business.

  • There’s more to payroll than calculating wages and submitting pay stubs. Payroll management is a detailed process that requires business owners to properly compensate employees for services performed, which includes calculating employee hours, distributing pay, withholding taxes, and keeping detailed financial records. As a business owner, this can be a lot to tackle. Luckily, there are trusted companies like Group Management Services (GMS) that can provide payroll services to business owners just like you.


    Although outsourcing payroll services is more expensive, it can save you time and potentially reduce compliance issues. When you outsource payroll administration to an outside company, such as a professional employer organization (PEO), you have access to payroll experts who take care of every function of payroll management, such as recordkeeping, handling payroll taxes, and processing paychecks. While a PEO like GMS streamlines these payroll processes, you will still retain full control and direction over your employees.

    As a PEO with strong data security, quality customer service, and accurate payroll processing technology, Group Management Services can be the trusted partner that decreases your workload, lowers liability, and ensures compliance.   


    Setting Up Your Payroll 

    Before you can begin running payroll, you need to set up your payroll system. The first step involves registering for an Employer Identification Number (EIN). 

    1. Apply for an employer identification number

      An employer identification number is a unique nine-digit number the Internal Revenue Service (IRS) assigns to identify each business. EINs are also used for filing tax returns, submitting payroll, and providing identity protection for your company. You can obtain an EIN for free on the IRS website. Additionally, depending on local and state government regulations, you may need a state ID number to pay state income taxes. Learn more about your state’s registration requirements here.


    2. Collect employee information
      To properly pay your employees, you need to collect the necessary information. Employers must obtain each employee’s full name, address, Social Security number, and tax withholding forms. Each employee must also fill out the following government documents:
      • Form I-9: Employee Eligibility Verification 
      • Form W-4: Employee’s Withholding Certificate 
      • State withholding allowance certificates
        • In most states, you’re required to withhold state taxes, as well as federal income taxes, from employee wages. Therefore, your employees must complete the IRS Form W-4 or a state withholding certificate. 
    3. Determine a payroll schedule
      After collecting the necessary business documentation and employee information, it’s time to choose a payroll schedule. A payroll schedule is the length of your pay period and determines how often you pay your employees. The most common pay schedules are weekly, bi-weekly, or monthly.  

    It’s important to note that your pay schedule should meet state regulations and fit your employees’ needs. For example, a payroll schedule may differ for a business that employs all salaried workers compared to a company that employs mostly hourly employees. 


    Payroll Management 

    Once you’ve obtained your EIN, the necessary employee information, and selected your payroll schedule, it’s time to run your first payroll. We’ve listed a brief overview of how to get started running your first payroll: 

    1. Calculate gross and net pay
      To calculate gross pay, you must add up the hours worked by an employee during the predetermined pay period; make sure to include bonuses or overtime pay. The total hours worked is then multiplied by each worker’s pay rate to determine the gross pay. Employers often use timesheets, punch clocks, spreadsheets, or timekeeping software to make time tracking easier. 

      After calculating gross pay, it’s time to make your pre-tax deductions. If you offer your employees benefits such as a 401(k) retirement plan, health benefits, or life insurance, then you’ll need to withhold those contributions. Next, you must deduct Federal Insurance Contribution Act (FICA) taxes, which include federal and state income tax, Social Security taxes, and Medicare taxes. Then, you must subtract the post-tax deductions, which may include court-ordered wage garnishments or union dues. 

      When all pre-tax and post-tax deductions are subtracted from the gross pay, your final number is your employee’s net pay or the amount your employee takes home. 

    2. Pay employees and deduct withholdings

      After making your payroll calculations, you’re ready to generate paychecks and initiate direct deposits. Payroll taxes must be filed with the government regularly and vary based on local regulations, business size, and location. You may be liable to pay the IRS if you fail to withhold the employee portion of employment taxes. 


    Filing And Documentation 

    While calculating payroll and tax deductions is an important part of processing payroll, you also must file these deductions with various agencies, including the federal government.  These tax reports include: 

    • Form 941 – Employer’s Quarterly Federal Tax Return
      • Employers use this form to report income taxes, Social Security taxes, and Medicare taxes withheld from employee paychecks. 
    • Form 940 – Employer’s Annual Federal Unemployment (FUTA) Tax Return 
      • Only employers pay FUTA taxes – DO NOT deduct FUTA tax from employee wages. 

    After filing these reports, you must document and store these records. Filed records should include tax filings, pay stubs, and employee information such as address, occupation, birth date, and more. Business owners must keep all payroll records and documentation for at least three years. Failure to do so may result in costly penalties or non-compliance fees. Businesses that violate Fair Labor Standards Act (FLSA) requirements, such as minimum wage, overtime pay, or record-keeping, may be fined up to $1,000 per violation. Keeping payroll records is also useful when you send your annual report to the IRS and can provide evidence if there is ever an employee compensation dispute or audit. These fees can quickly add up and take their toll on your bottom line. 


    Choosing Your Payroll Process 

    It’s important to note that there’s more than one way to process your payroll. The best option for your company may depend upon your industry, budget, the type of workers you have, or the amount of time you have. There are three main options to choose from: 

    1. Manual payroll
      Manually processing payroll is the most inexpensive way to process it. Despite the fact that manually processing payroll is less expensive than software or outsourcing, you, as a business owner, will be liable for any mistakes made. If you’re like most business owners who don’t have extensive payroll training, manually managing payroll can leave you vulnerable to costly errors and IRS penalties.  

    2. Payroll software
      Investing in payroll software allows you to streamline your payroll process by managing tasks online, automating payroll calculations, and more. While software can save time and simplify the overall process, you will still need to oversee payroll compliance and management. 

    3. Outsourcing payroll
      Although outsourcing payroll services is more expensive, it can save you time and potentially reduce compliance issues. When you outsource payroll administration to an outside company, such as a professional employer organization (PEO), you have access to payroll experts who take care of every function of payroll management, such as recordkeeping, handling payroll taxes, and processing paychecks. While a PEO streamlines these processes, you will still retain full control and direction over your employees. 

    GMS: A Trusted Payroll Partner 

    Whether you’re a payroll expert or not, the payroll process can be tedious. It can also be time-consuming to manually calculate paychecks or stay up to date on payroll regulations and important filing dates. Luckily, Group Management Services (GMS), a PEO, can take the burden of payroll off your shoulders.  

    With GMS’ state-of-the-art payroll technology and dedicated Payroll Specialists, you can spend less time worrying about overtime calculations and tax deductions and more time focusing on growing your business. As a PEO with strong data security, quality customer service, and accurate processing technology, GMS can be the trusted partner that decreases your workload, lowers liability, and ensures compliance.  

    Contact GMS today to simplify your payroll process! 

  • Promoting safe behaviors in the workplace is crucial for creating a secure environment for employees. It goes beyond mere compliance with safety regulations and involves fostering a positive safety culture. Unsafe behaviors and poor decisions are significant contributors to workplace accidents. In fact, approximately 90% of workplace incidents result from unsafe behavior and human error. If employees are unaware of the hazards or aren’t motivated to follow safety procedures, their subsequent behavior will expose them to risks.

    While it is a legal obligation to implement safety protocols and provide necessary safety equipment, such as personal protective equipment (PPE), establishing a culture that prioritizes safety is essential for protecting your team. Ensuring safety is not just about compliance; it’s about fostering an environment where every team member is committed to maintaining a safe workplace.

    Promoting safe behaviors and creating a secure environment is a gradual process that requires continuous effort and dedication. It involves regular training, clear communication of safety standards, and encouraging open discussions about safety concerns. While a significant lift, cultivating a culture that prioritizes safety can significantly reduce workplace injuries, boost morale, and minimize productivity disruptions.

    Seven Ways To Promote Safe Behavior

    Workplace injuries require extensive documentation and reporting, diverting time and energy away from projects. This administrative burden can slow down operations and detract from overall productivity. Moreover, the absence of an injured team member places additional strain on the remaining staff, who must cover for their injured colleague. This added pressure can lead to increased stress and fatigue, potentially compromising the safety and efficiency of the entire team.

    Building a culture that values safety also means leading by example. When management demonstrates a commitment to safety, it sets a standard for the entire team to follow. The actions of your leadership team not only reinforce the importance of safety but also encourage employees to adopt and maintain safe practices.

    There are a few things you can implement to help build a safety-based culture, including:

    1. Involve employees in the identification and correction of hazards. Have them participate in the development of job hazard analyses (JHAs), which should consist of critical behaviors as well as hazards.
    2. Periodically audit your operation to assure compliance with OSHA regulations and industry standards like the American National Standards Institute (ANSI) by conducting detailed walk-through surveys of your work area and, if possible, the entire plant. 
    3. Perform safety observations to encourage safe behaviors. This can include supervisory observations or, ideally, peer-to-peer safety observations after employees have received training. 
    4. Give recognition to employees who perform tasks safely and demonstrate proper behaviors. 
    5. Ensure that training builds awareness of the critical safety behaviors for each task. In addition, training should be conducted immediately following significant job task modifications. Refresher training should also be provided during employee meetings to guarantee everyone receives the same instruction.
    6. Make sure that appropriate controls are in place and operational. Periodic inspection and maintenance are critical.
    7. Investigate every incident and near miss for root causes, communicate the findings, and correct deficiencies. If a safety procedure is challenging to follow, analyze and modify the procedure or task as needed so that employees will not be tempted to break the rules and work unsafely.

    Behavior-Based Safety

    Behavior-based safety (BBS) is a proactive approach that focuses on observing behaviors and their consequences to enhance workplace safety. Although it requires considerable effort to maintain, when implemented effectively, BBS can significantly mitigate the risks of accidents. A successful BBS approach relies on everyone agreeing and consistently practicing safe behaviors for all identified hazards.

    Employees can implement the straightforward process of JHAs to ensure comprehensive awareness of hazards and their respective controls for each task. The development of JHAs begins with performing thorough hazard assessments. These assessments identify both the dangers inherent in tasks and the critical behaviors needed to prevent unwanted outcomes. Utilizing a Hazard Assessment Form can aid in evaluating tasks, identifying hazards, and determining the necessary controls.

    A Hazard Assessment Form engages with staff purposefully and critically examines unsafe conditions. Observing employees and discussing their tasks can help identify the behaviors needed to prevent mishaps and situations that might lead employees to make dangerous choices. For example, if using a piece of safety equipment is required for a task but it is not readily accessible, a team member may choose to make an unsafe decision for the sake of getting the job done quickly.

    Protect Your Business Today

    To truly enhance workplace safety, consider strategies that simplify processes, increase safety, and strengthen overall operations. Partnering with a professional employer organization (PEO), like GMS, can provide comprehensive support in these areas.

    GMS offers various services, from on-site training to consulting and OSHA compliance. Our workplace safety experts are ready to assist you in addressing your team’s questions and building a robust culture of safety. By leveraging our expertise, you can ensure your workplace adheres to the highest safety standards while streamlining processes and enhancing overall strength and efficiency.

    Contact GMS today to talk with one of our experts about how you can ensure workplace safety at your organization.