The start of the calendar year is always a good time to think about updating employee information, from emergency contacts to Form I-9 information.

Emergency Contacts

Reminding your employees to update or verify their existing emergency contacts can save angst and misery in the future. The need to contact someone may occur rarely, but having the correct information at the moment can make all the difference.

Think of all the situations where you may need to contact an employee and you can’t. An emergency contact provides the employer with an employee-identified and designated contact person to whom you can reach out in a situation where you have no other way to reach that employee. It is worthwhile to have employees verify the contact information such as phone number or email.

Payroll

The beginning of the year is a also good time to remind employees that they can change W-4s for withholding purposes. This issue arises as the tax filing deadline approaches, and employees realize that their withholding was insufficient in the prior year.

Form I-9

Has an employee’s immigration status changed therefore resulting in the need to update the form I-9? Use the new form I-9 released last August 1, 2023 – it’s good for three years.

Policies and Posters

The start of the year is a good time of year make sure that you have updated employment law posters. And don’t forget to distribute required documentation such as your annual sexual-harassment policy as and any other policy that must be signed off on.

Many posters are available on relevant government agency websites or through a private poster vendor.

Note: Worcester MCAD Office Re-Opens.

The Massachusetts Commission Against Discrimination (MCAD0 announced recently that its Worcester office has re-opened after a year of being closed.

The office has moved from its old location at 484 Main St. to a new address at 18 Chestnut Street, Suite 520, Worcester, MA 01608. The new offices retain the same phone number as it had previously, (508)– 453–9630.  Office hours are Monday – Friday, 9 a.m. – 5 p.m.

AIM members interested in discussing these or any other human resource matter may contact the AIM Helpline at 1-800-470-6277.