Newsletter

    November 2018 Print

    President's Report

    By Carrie Louise Hovell, CPP

    It is hard to believe that the 2018 Virginia Statewide Payroll Conference is completed. I hope you are like me and had the most amazing time. I was able to meet so many new people that my head was overloaded with new names and faces. I am hoping that I will be able to see you all again next year, so I can be sure to say hello. Plus, I got to see my payroll friends. I won’t say old payroll friends because we are all look under 40 years old. Admit it, we do age well in the payroll industry.

    For the last year as President, I had the most wonderful time being part of this team. Each month, the VSPC board has met and discussed not only the items you see throughout the conference but so many of the items you never do. The behind the scenes work that goes into this conference is a lot of fun. You learn so much each year because the location changes and the staff of the hotel works very hard to help us as much as possible.

    I would like to take this opportunity to thank the VSPC Board for all their hard work since 2017 on this year’s conference. Many of you may not be aware but within weeks of a conference concluding, we get together to start the next year’s conference. It literally takes a year of ideas, time, organization, and hard work to put together what you see when you arrive at the venue.

    I would also like to thank all our payroll friends who take time away from the conference to volunteer and help us with attendee registration, meal ticket collection, raffle ticket sales, and cleaning up the venue. Without your help, the conference would not have gone as smoothly and on behalf of the VSPC board, we really appreciate you helping us. It means a lot.

    It is also amazing how many of our attendees were taking pictures and participated in this year’s Social Media Contest. I am not sure if you noticed but the closing presentation was made from YOUR pictures. They were so amazing because they included so many different people at different moments throughout the conference. That is why we wanted to use those pictures to close our conference for 2018 because it was the best representation of our event.

    Now on to 2019. I am beyond excited to see what next year’s event will turn out to be. As you read this, the team has already met to start the ball rolling and get ready for 2019. It is also a great time to get involved. We are looking for volunteers to help throughout the year. We also have co-chair positions open in Exhibitors, Speakers, and other committees. If you have any questions on how to get involved, please do not hesitate to reach out to me or any member of the board. Our emails are on the website.

    I know I have said it several times, but it warrants saying again. I have been a volunteer with the VSPC since 2010 and a board member since 2011. The members of the VSPC board are my payroll family. It is amazing how you develop great friendships that go beyond meeting as a board. And they are a great network for me. I have reached out to many of them to help me with payroll emergencies I haven’t experienced before. The great part about families is they can grow, and we would love for you to grow by getting involved. I can’t wait to hear from you.

    See you in October 2019. Remember, you can save by registering today. Use up your 2018 education budget.

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    Tribute

    Feldman Lane - Celebrating the Life and Legacy

    Submitted by the Richmond APA Chapter

    Honored by the VSPC-APA

    The American Payroll Association Richmond Chapter pays tribute to our fallen soldier Feldman Lane who passed away on Saturday, October 20, 2018. Feldman was a true friend, leader, mentor, and courageous person of our time. His dedication to the payroll profession displayed in the various career paths as analyst, human resources, payroll, and risk management positions with Virginia Power, Dominion Resources and Philip Morris. He retired from Altria Client Services in 2017.

    Feldman was instrumental in the growth of the Richmond APA Chapter. He was the Chapter’s President in 2003 and 2004 and later inducted into the Chapter’s Hall of Fame as Lifetime Achievement Recipient in 2014. In 2012, the Virginia Statewide Payroll Conference honored Feldman as “Payroll Professional of the Year”. He was a kind man who was always there to help you, support you, and push you to learn and grow in the payroll profession.

    In addition to his successful career and leader of the Richmond APA Chapter, he was a dedicated servant of God and his loving wife of 31 years, Susan Cox Lane, and his treasured daughters, Hillary and Amy. When not on the payroll scene, Feldman had many interests and hobbies, including running 5k’s to marathons, reading, gardening, wood carving, and fishing. Feldman Lane fought a good fight, he finished the race, and he kept the faith. Know his rewards is being in Heaven.

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    Exhibitors, Sponsors and Government Sponsors

    Now that the 2018 Virginia Statewide Payroll Conference is over, it’s always good to take a few moments to recognize the generous support of our exhibitors and sponsors.  We appreciate their continued support and we can never thank them enough. 

    With the kick-off of our 18th year, we had some additional expenses but thanks to the strong backing of our exhibitors and sponsors we were able to continue bringing the high level of content and networking opportunities our attendees have come to expect.

    The exhibitor committee wants to acknowledge and extend our sincere gratitude to those who extended a hand in helping to secure another outstanding group of exhibitors. We ask that you please take the time to acknowledge these many exhibitors and sponsors.

    Platinum Sponsor - TimeClock Plus

    On The Web, On The Wall or On The Go. Time Collection for Every Industry.

    Time and Attendance & Workforce Managment Solutions - Visit our website: Timeclock Plus


    Gold Sponsor - Global Cash Card

    Global Cash Card offers a host of exciting benefits that employees will instantly appreciate, including mobile access and a robust rewards program.  Learn more about our products and services by visiting us at  Global Cash Card


    Silver Sponsor - Bloomberg Tax

    BNA

    Bloomberg Tax expert analysis, perspectives and practical guidance, in-depth news, useful tools, and extensive primary source material — all on one easy-to-use, intuitive research platform. Visit BNA Tax to download a FREE trial.


    Bronze Sponsor - Dominion Payroll

    Dominion Payroll empowering your business…that’s our business.  Learn more by visiting us at Dominion Payroll


    Bronze Sponsor - FSV Payment Systems

    Learn more by about our services by visiting our website FSV Payments


    Bronze Sponsor - HBS 

    HBS is a leading provider of time and attendance solutions for small-, mid- and enterprise-sized organizations. Visit our website to learn more about our products and services HBS, Inc


    Bronze Sponsor - iiPay

    Changing Global Payroll
    Excellence in International Payroll Technology and Service. Visit our website https://www.iipay.com/

    Bronze Sponsor - NETSPEND

    Prepaid That Puts You in Charge - With Netspend, you get a convenient way to manage your money on a prepaid card that is pack with features. Learn more about Netspends prepaid card visithttps://www.netspend.com/


    Bronze Sponsor - NOVAtime Technology

    NOVAtime an Asentis Company is a leader in integrating Workforce Management solutions with Human Resource and Payroll systems. Learn more about NOVAtime Technology, visit https://Novatime.com


    Bronze Sponsor - Rapid PAYCARD

    Simple, Smart Secure - Learn more today, contact:
    888.828.2270 • simplypaid@rapidpaycard.com • simplypaid.com


    Bronze Sponsor - Robert Half

     

    Accountemps specializes in providing businesses with skilled finance and accounting professionals on a temporary and temporary-to-hire basis. Learn how can help your company visit https://www.roberthalf.com/employers 


    Bronze Sponsor - Ultimate Software 

    Powerful, Flexible, Simple  - UltiPro Payroll 

    Visit our website to discover how our person-centered technology will help transform the way you do business.  https://www.ultimatesoftware.com/

     


    Copper Sponsor - Paylocity

    Paylocity

    TAKING YOU FROM THE BACKROOM TO THE BOARDROOM - Learn how Paylocity can simplify your everyday tasks: https://www.paylocity.com/


    Copper Sponsor - PenSoft 

     

    Simplify your payroll with the best value in payroll software for small to mid-sized businesses. Visit our website to learn how we can help you streamline your payroll process.  https://www.pensoft.com/index.aspx


    Copper Sponsor - Randstad

    HUMAN-POWERED STAFFING & TECH-FORWARD SOLUTIONS                Visit our website to find the best solution for your organization Randstad


    Patron Sponsors - Market Place

    What is Your Design? Contact Gale Nicholson to schedule your appointment lookgreat1@verizon.net


    Government Sponsors

    Visit our website regularly to identify and claim property rightfully yours. vaMoneySearch.org

    The Bureau of Labor Statistics (BLS) of the U.S. Department of Labor mission is to collect, analyze, and disseminate essential economic information to support public and private decision making. Visit our website Bureau of Labor Statistics

    The Tax Cuts and Jobs Act changed the way tax is calculated. The IRS encourages taxpayers to perform a quick “paycheck checkup” by using the Withholding Calculator to check if they have the right amount of withholding for their personal situation.

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    Why Volunteer

    By Gerard Hall, CPP

    It’s a month after the conference and I’m still on a high from the phenomenal speakers we had speak. As I reflect on my VSPC journey, it’s amazing how much has changed since my first conference in 2015. When I first attended in 2015, I was just an attendee looking for RCH credits and my company said I could attend since it was local (Roanoke VA). While attending that conference, I was pleasantly surprised at the excitement of payroll professionals at the conference, the energetic social night and exhibitors looking to connect, and definitely the awesomeness of the speakers—both general and breakout sessions. On that Friday, I decided that this is an organization I wanted to be more involved with—so I filled out the form stating I wanted to volunteer.


    Let’s just say that once you say “I want to volunteer”…you’ll get put to work! I was privileged to work with the Speakers Committee in 2016 and 2017 even though I knew I wouldn’t be able to attend those conferences. Fast forward to 2018—I was asked to facilitate sessions for the conference. Now while I am the training manager for my company, there was a small palpitation that took place knowing that I could potentially be speaking to people about payroll that have been in the industry longer than I’ve been alive! Nevertheless…I said yes….and I’m glad I did! The outpouring of love shown within my sessions and the countless comments and emails afterwards let me know I made the right decision to step out and further my participation in VSPC.

    So, I share my story with you today to let you know…maybe you have what it takes to be a part of our Speakers Committee for the 2019 conference. Do you have knowledge in a subject that you would like to share with other payroll professionals…we have open spots available with your name on it! Maybe speaking isn’t your thing, but you want to help us with the conference—consider joining the Speakers Committee! If interested in either initiative, please contact me at speakers@vspc-apa.com!

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    Speakers

    By Abbey Moran, CPP

    What a great conference! The Speaker Committee would like to thank our speakers for their contributions to another successful year.

    • Inez Boyd, Public Affairs Specialist, Social Security Administration
    • Vicki Bridgeman, Director, Virginia Department of Treasury – Division of Unclaimed Property
    • Bill Dadmun, Manager, Records and Receipts Unit, Virginia Department of Treasury – Division of Unclaimed Property
    • Linda Dailey, CPP, Director of Payroll, American Public University
    • Frank Gorrell, MSA, CPA, CGMA
    • Jermial Gray, Lead Compliance Officer, Virginia Department of Labor and Industry
    • Gerard Hall, CPP, Learning and Development Manager, CBIZ
    • Dr. Marie Gould Harper, Program Director of Management, American Public University System
    • Charlotte Hodges, CPP, Director of Payroll Operations, Willis Towers Watson
    • Nicholas Johnson, Branch Chief, Data Collection Branch for the Current Employment Statistics, Bureau of Labor Statistics
    • Ley Mills, Senior Tax Specialist, Communication Stakeholder Outreach, Internal Revenue Service
    • Frank Lynch, Director and Assistant General Counsel, Allianz Worldwide Partners
    • Cindy Maish, Federal DOL Wage & Hour
    • Abbey Moran, CPP, Manager, Payroll, Navy Federal Credit Union
    • Kelly Quinn, Economist, Data Collection Branch, Bureau of Labor Statistics
    • Nicole Smith, M.Ed, CDBC, Director of Instructional Design and Learning Development, American Payroll Association / Global Payroll Management Institute
    • Lura Woodley, CPP, Payroll Director, Armed Forces Services Corporation

    Our VSPC speakers volunteer their time to research, prepare, and rehearse their presentations to provide attendees with polished, informative sessions. We are eternally grateful for their dedication to continuing our payroll knowledge!

    This was my final year to Chair the Speaker Committee. Gerard Hall will be stepping up from his current role as member of the Speaker Committee to take over the Chair duties for the 2019 conference. Gerard has been a phenomenal member of the committee for several years, and I know he will do a great job! The Committee is looking for new volunteers to help with 2019 planning, so if you’re interested please let us know!

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    VSPC Social

    By Martha Seemiller, CPP

    Another great VSPC Conference completed. I hope that everyone had fun and learned a lot. I know I did with so many great topics and several new ones this year. This was a fun year for the Social/Theme committee. There was so much to pull from, as far as decorations for the themed centerpieces. I did not know that back in the day, people were paid for their services in salt or cloth. Cloth was a big commodity back in ancient times so if you were paid in cloth, you were lucky. We might not be so happy today to be paid in cloth. I hope everyone enjoyed the sweet smelling salt sachets we made and hopefully you were able to take some home. The sachets were vanilla, rose, and ocean breeze scents just to name a few.

    The entertainment was a blast also. Kenny Stockman did a great job as our DJ with his music along with our “Let’s Make A Deal” game. The challenges in the game were awesome. It was great to see Carrie Hovell teach Linda Dailey the Chicken Dance before Linda’s new adventure in Mississippi. We can still find those videos on Facebook. Big congratulations to Linda Swecker, for winning the 39” TV after her rendition of playing pretend basketball. I think one of the best Challenges was watching Troy from Dominion Payroll do “I’m A Little Teapot.” I bet he had no idea payroll people could be this much fun, or that his challenge has been posted to facebook. If you would like to see these videos or pictures, please go to Facebook and go to the VSPC site and you can see videos taken from the Social along with pictures. If you have videos or pictures, please send them to me at mseemiller@yahoo.com so we can add them to our website and maybe even use them to show the APA how fun our Statewide was in the APA’s Best Statewide Contest Entry.

    The Social/Entertainment Committee is already hard at work thinking of new and exciting decorations and social event ideas for next year’s “PAYROLL STRIKES BACK” conference in Roanoke. If there is any kind of entertainment you would like to see us bring back, or have, drop us a line and let us know and maybe, just maybe we can make it work. If you would like to volunteer with the Social/Entertainment Committee, I would love to hear from you as well.

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    Payroll Professional of the Year

    By Abigail "Abby" Mills, CPP

    This year, I was awarded the 2018 VSPC Payroll Professional of the Year at the 18th Annual Virginia Statewide Payroll Conference which was held in Williamsburg, Virginia. Although many of you may know me, I want to introduce myself to the rest of the VSPC committee. I’m Abigail Mills and I’m a Hampton Roads APA member. I have been a Certified Payroll Professional for the past 15 years. Working in the payroll field for the last 36 years has brought me much joy and satisfaction in serving employees and officers of various organizations.

    Starting as a 16 years old work experience student in the HR Department formed the foundation for my payroll career. Grateful for the mentorship in my early years, I grew up to be passionate about the payroll profession and knew that was what I wanted to excel in. I passed the state Certified Payroll Professional Board Exam in 2003. My latest and greatest achievement was the payroll implementation from a PEO to ADP. It was a challenging process, but a smooth transition and an awesome learning experience. Working with the implementation team at ADP gave me a broader scope of the payroll set up including taxes and benefits.

    National Payroll Week and blurbs in my company’s newsletter was a fun way to educate my employees. This year I distributed fun facts along with payroll related candy bars to all 14 offices around the world including Guam and Spain. Can’t go wrong with sweeting up the learning process! My love for community service led me to educate individuals on basic payroll knowledge by performing various workshops in the Hampton Roads area.

    Each year the VSPC Payroll Professional of the Year Award is presented at the VSPC in recognition of outstanding service to the payroll community. It is the highest honor the Virginia Statewide Payroll Committee bestows upon members and is one of the most prestigious awards in the payroll profession. This year, I made history by being a two-time award winner - once in 2005 and again in 2018. It so happened that both awards were presented to her in the town of Williamsburg.

    Wow….to imagine I won a 2nd time in 13 years (2005 & 2018) in the same town of Williamsburg was an awesome experience. I am humbled and honored to have received this prestigious award. I realize that this was a tough decision for the selection board based on all the other highly qualified and dedicated payroll professionals. I am truly grateful and will continue to strive in this demanding field. A special thanks to the selection board for selecting me as Payroll Professional of the Year in the Commonwealth of Virginia.

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    Social Media

    By Corrie Hurt, CPP

    The 2018 VSPC conference was simply amazing! Our Social Media contest was in full swing on the first day. Many people became involved in posting to all platforms of Social Media (Instagram, Twitter, LinkedIn, and Facebook) to enhance the experience. Our attendees didn’t hesitate to get involved in this contest and the pictures show it. With attendees posting from registration through the closing session, it made it extremely hard to pick a winner. But there was one member who satisfied the most items on the contest list.

    A huge congratulations to Karen Smauldon from the Southwest Chapter for winning our first Social Media contest. She will be receiving a $50 gift card. Karen posted lots of great pictures throughout the conference from the payroll friends she was meeting through the conference to the food at each meal.

    We will be planning our contest for the 2019 VSPC conference in Roanoke and hope that we can continue to build upon our Social Media network. Many exhibitors retweeted their pictures that were on Twitter where they have a large amount of people following them. Be sure to sign up to our group on Facebook – Virginia Statewide Payroll Conference (VSPC-APA). Scroll down the page until you see “Join Group”. This is where you will find informative information throughout the year and as the conference draws near, lots of great information if put on the page. If you would like to assist with Social Media, please contact me at churt@princegeorgecountyva.gov.

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    Charity

    By Robyn Underwood, CPP

    Another year is over for the VPSC Charity Committee. What a great success we had this year. First, our members came in with droves of donations from toothbrushes to dishes, from toilet paper to blankets. The giving didn’t end with the donations collected at chapter meetings or by individuals. We then participated in this year’s charity raffle and raised another $2,400.

    A big thank you for those who purchased tickets and especially those who brought donation items. When Sanu from Transitions came in to talk with us on Friday, she was greatly overwhelmed by our groups’ efforts. Although we are still waiting to hear from Sanu, she mentioned with our donations items that we may have enough to fit a family in an apartment. Once we have the update, we will let everyone know.

    In the end, Transitions and Sanu were very grateful for our wonderful outreach to their organization. We can do this again in 2019. Charities in the Roanoke area are being reviewed and considers and we will be announcing in 2019. Remember to get your money ready for next year’s charity in Roanoke, VA. Again, many thanks for your support with the charity.

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    Hotels Committee

    By Jasmine Jones, CPP

    2018 - DoubleTree Williamsburg by Hilton

    The 2018 Virginia Statewide Payroll Conference is now in the history archives. It is fair to conclude that the conference was a great success! On behalf of the staff at the DoubleTree hotel and myself, I want to thank everyone for coming. So many people have contributed in so many ways to turn this event into an efficiently running meeting with many very informative presentations and posters and a very good atmosphere for discussion and networking. I want to send a personal thank you for everyone who volunteered to collect tickets, opened doors or greeted and directed people with the breakfast line. You really don’t know how much your volunteering meant to me.

    I hope that you found the overall layout of general sessions, meeting rooms and exhibit halls easy to manage as you navigate throughout the conference. I hope that you ate well, but also had a chance mingled and meet new friends as well connected with old friends.

     

    2019 - The Hotel Roanoke & Conference Center, Curio Collection by Hilton

    Welcomes YOU!!

    I am happy to announce the 2019 conference will be at the Hotel Roanoke & Conference Center, Curio Collection by Hilton. We had an amazing time at our last conference there. Built in 1882, this Tudor-style hotel is on the National Register of Historic Places and is a beautiful hotel. I don’t know about you but I enjoy the mixture of the antique and the bend of historic charm with the modern comforts. I can’t wait to see everyone there!!

    Hotel Information:
    •   Check-in is at 4:00 pm
    •   Check-out is at 11:00 am
    •   Parking: Self-parking is $10 with a shuttle to door service offered and Valet $16
    •   Remote control for your door

    For Your Fitness and Recreation Convenience:
    •   Fitness Room
    •   Pool seasonal outdoor only
    •   Pool Table
    •   Ask our staff about community partnership discounts for biking, kayaking and paddle boarding

    Local Airports and Train Station:
    •   Roanoke/Blacksburg Regional Airport 10 min. / 5 mi.
    •   Piedmont Triad International Airport 2 hr. /90 mi.
    •   Charlotte/Douglas International Airport 3 hr. /200 mi.
    •   Amtrak Station Roanoke 6 min. walk/ .5mi.

    Look for room reservation information in December on the VSPC website.

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    Chapter News

    Colonial Capital Chapter of the APA November 13th Breakfast Meeting

    We are excited to announce APA National speaker Tricia Richardson, CPP, SPHR, SHRM-SCP will be our guest subject matter expert. The topic, "What is included in the regular rate of pay - Discretionary and Non-Discretionary Bonuses, Shift Differentials, etc".

    There are several misconceptions about overtime like calculating the overtime due to a non-exempt employee under the Fair Labor Standards Act (FLSA) is straightforward, multiply the employee’s hourly rate times 1.5 for each hour worked over 40 in a workweek or even worse is employees paid a salary they are not subject to overtime. Both of these misconceptions can result in serious issues with the FLSA in addition to potential legal issues.

    The United States Department of Labor states "unless specifically exempted, employees covered by the FLSA must receive overtime pay for hours worked in excess of 40 in a workweek at a rate not less than time and one-half their regular rates of pay.”

    Payroll compliance is anything but simple when it comes to the proper calculation of overtime. Regular rate of pay does not necessarily equate to that worker’s regular hourly wage and mistakes in calculating regular-rate calculations can result in unwanted litigation.

    The “regular rate of pay” under FLSA includes “all remuneration for employment paid to, or on behalf of, the employee,” subject to a number of exceptions under Section 207(e), which lists eight types of payments that may be excluded from the regular rate of pay. But, despite these eight exceptions, the U.S. Department of Labor has issued opinions that non-discretionary bonuses must be included in the regular rate calculation.

    Learn how to navigate the high seas of overtime by joining us on November 13th at PenSoft as Tricia Richardson, CPP, SPHR, SHRM-SCP explains the correct method for calculating overtime and how to stay in compliance.

    We hope to see you at the meeting. Don't forget to RSVP.

    The Charles Town West Virginia Chapter of APA will have its next quarterly chapter meeting on Friday, December 14th. The meeting will be held at American Public University, 393 North Lawrence Street, Charles Town, WV 25414 at 2 pm. The topic is “Ethics in Payroll” with speaker Jeffrey Boyd, CPA. For more information, please contact Vivian Hoffmaster at vivian_a_hoffmaster@raytheon.com or register online for this event. We look forward to seeing you at our chapter meeting!

    As part of the Chapter’s Community Outreach Program, we will be participating in “Wreaths Across America” at the Winchester National Cemetery in Winchester VA on Saturday, December 15th. The Wreath Laying ceremony is scheduled to begin at 12:00 pm with wreaths being placed on the graves of fallen soldiers. This is part of a National Program to remember and honor all veterans across America on the same day each year. Everyone is invited to participate in this very rewarding activity.

    Congratulations to Carrie Curry, CPP, winner of the free CTWV-APA membership for 2019 at the VSPC Conference!!!!

    Express Meeting
    November 15, 2018
    8:00 am – 10:15 am

    Meeting location - Payroll Network, 2092 Gaither Road, Rockville, MD 20850

    Topic: Payroll's Secret Ingredient: The Payroll Checklist - Save time and ensure accuracy with each cycle.
    Are you currently using a Payroll Checklist? This document comes in many forms and can be managed by many people. What are best practices? What is essential for the checklist? Let’s explore all of the possibilities and organize our payroll processing!

    We will review:
    •   What belongs on the checklist?
    •   How do we connect our checklist to our procedures?
    •   What options do we have for storage and management our checklist? (Excel, OneNote, Paper, etc.)
    •   How do we keep up with changes?
    •   What other points in the year would a checklist be helpful? (supplemental payrolls, month end, quarter end, year-end, etc.)

    Discussing these options along with the flow of our processes will allow us to stay ahead of any issues and not become derailed by unexpected problems. A well-documented and organized checklist can be a lifesaver for a payroll professional.

    This meeting has been approved for 1.5 RCHs.

    Chapter Meeting
    December 13, 2018
    11:30 am – 3:30 pm

    Meeting location - Waterford at Springfield, 6715 Commerce Street, Springfield, VA 22150

    Topic: Prevention of Overpaid Employment Tax
    The intricacies of the tax laws can create situations where employers overpay employment-related taxes. These overpayments vary in type and can be created without your knowledge or due to circumstances beyond your control. Join us for an informative discussion on securing refunds of overpaid employment taxes, including: Rate Revisions, Wage Base Restarts, Use of Out-of-State Wage Credits, Multi-State Reporting or “Sourcing” of Wages and the Time Limits on Seeking Refunds.

    This meeting has been approved for 1.5 RCHs.

    Register Today!

    Richmond Chapter Year-End All Day Seminar – Save the Date!

    December 5, 2018, 8:00 AM to 4:30 PM, Please join us for exciting speakers, topics, food, fun and more. As an appreciation to our chapter members, we are offering a discount on the registration fee.

    See Richmond Chapter website for more information.

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