Review, confirm, update: Your office spring cleaning should include employee benefits files

From ChamberChoice and Smart Business Pittsburgh

As spring approaches, many of us get the itch for a little “spring cleaning.” It’s less hectic with end of the year issues and open enrollment out of the way. It’s also the perfect time for employers to pull out benefits records for review, confirmation and updating, says Chuck Whitford, consultant at JRG Advisors.

Smart Business spoke with Whitford about the tasks that employee benefits professionals should consider when spring cleaning.

Why should employers review and confirm items in their employee benefits this spring?

Many employers use benefits confirmation statements once employees have completed their open enrollment elections. Although these statements are generally utilized for electronic enrollments, some employers also provide them for paper elections. During this time, an employer should compare the confirmation statements to what is on record for an employee’s benefits choices and dependents enrolled. Furthermore, an employer should ensure that payroll records reflect any premium changes because of the employee’s elections.

This is especially important when an employee’s premium insurance elections are done on a pre-tax basis through an employer’s Section 125 plan. Section 125 rules provide that an election is irrevocable for the 12-month plan year unless there is
an IRS permissible reason for a mid-year election change. There are some events not in the 125 rules that could allow an individual to make a mid-year election change, such as a mistake by the employer or employee, or needing to change elections
to pass nondiscrimination tests. To make a change due to a mistake, there must be clear and convincing evidence that the mistake has been made. For instance, individuals might accidentally sign up for family coverage when they are single with no children.

What could need to be updated with life insurance and disability benefits?

Two popular benefits that employers provide their employees are group term life insurance and disability (both short and long term). Life insurance premiums are usually based on the age of the employee, while disability premiums are based on an employee’s wages.

An employer should take advantage of spring cleaning to ensure that its records (payroll and invoices) reflect the age changes
of employees as well as any pay increases that may have occurred at the beginning of the year. Also, the employer should double check these benefits for issues such as the removal of terminated employees, employee classification change, which affects the amount of a benefit, and proper taxation.

Depending on the employer’s policies, an employee may be able to have the premiums for disability insurance paid on a post-tax basis, instead of pre-tax, which enables an employee to avoid taxation upon receipt of a disability benefit.

How should beneficiary forms be reviewed and updated, if necessary?

Beneficiary designations are frequently used in retirement and life insurance plans to determine entitlement to benefits payable upon death of the participant. In the case of certain benefits subject to spousal protections, federal law imposes requirements on both the form and timing of beneficiary designations. Other types of beneficiary designations are a matter of plan design. A beneficiary designation that doesn’t accurately reflect an employee’s intent can result in disputes following the death of a participant.

There are a multitude of life situations that could be costly to an employer if a proper beneficiary designation is not on file — think divorce, simultaneous death of the participant and beneficiary, or lost forms as examples. An employer may be required to defend a lawsuit, correct improper payments or find the proper beneficiary.

Does the Tax Cuts and Jobs Act make other changes necessary?

The IRS updated the income tax withholding tables for 2018 to reflect changes made by the new tax law. The updated tables, which were to be used no later than Feb. 15, 2018, reflect the new rates for employers. As part of its spring cleaning, an employer may want to have its employees complete new W-4s. Employers should visit the IRS website for the release of
2018 W-4s.

Spots Remain For Nonprofit Vendors at Annual Bloomsburg Renaissance Jamboree

Renaissance Jamboree2The 40th annual Renaissance Jamboree in downtown Bloomsburg will be held on Saturday, April 28 from 10 a.m. to 5 p.m., rain or shine. This annual event is run by Downtown Bloomsburg, Inc., and is co-sponsored by Bloomsburg University and its Program Board, the Columbia Montour Chamber and the Town of Bloomsburg

There are still plenty of vendor slots remaining for nonprofit organizations. The application deadline was on March 12, however it is being extended for nonprofits. If your nonprofit organization is interested in being a vendor, please fill out the application and see the guidelines. The cost for a nonprofit vendor is just $25, and only online registrations are being accepted. 

For more information, visit the Downtown Bloomsburg, Inc. website.

Welcome Budget Roofing, Inc.

More than 400 businesses and organizations belong to the Chamber to receive benefits and support efforts to strengthen their businesses and our region. Increased membership allows us to offer additional programs and benefits, have a stronger voice in advocacy and be involved in more activities and initiatives in our communities. The Chamber welcomes its newest member, Budget Roofing, Inc., to help us fulfill our mission.

With more than 35 years of experience in roofing, Budget Roofing installs commercial, industrial and residential roofs for its customers. It is a licensed Red Shield applicator in good standing with the Firestone Building Products Company, and is also in good standing with the National Roofing Contractors Association, a non-profit trade association for roofing professionals. It is approved to install numerous roofing systems, including Firestone, Versico and Carlisle rubber roofing, single ply rubber, as well as hot tar and thermal plastic. Some of its previous projects include fellow Chamber members Bloomsburg High School, Geisinger’s Justin Drive building and Geisinger Shamokin Area Community Hospital. For more information, call 570-648-4951, or email or visit its website

Member News – March 14, 2018

Member News

  • The Wilkes Small Business Development Center will hold a First Step Workshop tonight, March 14, at 6 p.m. at its location at 85 South Main St., Wilkes-Barre. Cost for this workshop is $20, and registration can be done online or by calling 570-408-4340. A Wilkes SBDC representative is also available to meet with those interested in starting a business in the Bloomsburg and Columbia County area individually by appointment. Call the same number at the Wilkes SBDC to set up an appointment. 


  • The Enactus group at Bloomsburg University will partner with Downtown Bloomsburg, Inc. to conduct a pair of free workshops for business on how they can make use of social media for marketing purposes. The workshops will focus on optimizing social media management by touching upon marketing statistics, brand development, content creation and how to stay active on social media. The program will be presented on both March 20 and March 22, beginning at 6 p.m. at 151 East Main St., Bloomsburg (in the I-Cell Repair location). Local small businesses and nonprofits are encouraged to take advantage of this free opportunity and are also welcome to invite colleagues and/or neighbors. 


  • Geisinger Health Plan and the Columbia-Montour Aging Office, Inc. will team up to bring “A Matter of Balance,” an award-winning program, to the area for a series of presentations in April and May. This program for older adults and is designed to manage falls and increase activity levels. It is available to the public at no cost and will be held each Monday, beginning on April 9 and running through May 21, from 10:30 a.m. – 12:30 p.m. at Maria Joseph Continuing Care Community, located at 1707 Montour Blvd. (Rt. 11), Danville. The program will also be held on Tuesday, May 29 due to Memorial Day, and this will be the last class. Attendees will learn to view falls as controllable, set goals for increasing activity, make changes to reduce fall risks at home and exercise to increase strength and balance. Registration is required, and to do so, call the GHP wellness team at 866-415-7138. 


  • The Bucknell Small Business Development Center will offer a First Step Workshop on Wednesday, April 11, from 1-3 p.m. at Service 1st Federal Credit Union, located at 1985 Montour Blvd. (Rt. 11), Danville. This “pre-business” workshop is intended to assist potential entrepreneurs that are considering starting a business but might not know where to start. Attendees will learn about legal structure, selection a location, licenses and forms, insurance needs, business planning, small business taxes, hiring employees and more. Cost is $25 for each workshop, and those interested can register online or by calling 570-577-1249. 


  • The local PA CareerLink centers have scheduled their 2018 job fairs. The local one in our area will be held on Wednesday, May 9, from 4-7 p.m. at Columbia-Montour Area Vocational Technical School, located at 5050 Sweppenheiser Dr., Bloomsburg. There will also be job fairs during May just outside of the area at Shikellamy High School in Sunbury on May 2 and at the Selinsgrove VFW in May 30. Later in the year, there will be one at the Best Western in Lewisburg on Sept. 6. The registration links for employers are now open for the three May events. See the flyer for more information as well as registration links. 

Governor’s Cabinet Members Discuss Education, Substance Abuse and Infrastructure

Members of Governor Wolf’s cabinet who participated in the meeting were (left to right) Pedro Rivera, Secretary of Education; John Wetzel, Secretary of Corrections; Leslie S. Richards, Secretary of Transportation; Colonel Tyree Blocker, Commissioner PA State Police; and Russell Redding, Secretary of Agriculture.

Members of Governor Wolf’s cabinet were in Bloomsburg on Monday, March 12, as part of a series of “Cabinet in Your Community” meetings across the state. Community members were invited to ask questions of the secretaries of Agriculture, Transportation, Corrections, Education, and the Commissioner of the PA State Police. During the 90-minute meeting, topics included workforce and education, rural broadband expansion, and how the Commonwealth is helping to deal with the opioid crisis.

When asked about workforce development, Secretary of Education Pedro Rivera reviewed some of the input gathered from the Middle Class Task Force meetings held last fall. The Chamber participated in one of these meetings which was co-chaired by PA Chamber President Gene Barr. In the next 10 years, 60 percent of the jobs that will be available will need some form of advanced training or degree, according to Rivera. Only 40 percent of Pennsylvanians currently meet that criteria. Rivera noted that Pennsylvania’s robust education system, from early childhood education, to K-12, career and technical education, the community college network, and the State System of Higher Education and state affiliated universities, needs to be properly positioned to educate its citizens.

Included in that training and education gap is skilled trades. Secretary of Corrections John Wetzel talked about education programs for inmates, including training inmates in job fields that are in demand in their area. Those who receive basic education or job training while incarcerated are 20% less likely to be arrested again, according to Wetzel. He stated that education, including early childhood education, is the key to reducing prison populations.

Sec. Wetzel noted that the biggest challenges facing the prison system are drug offenses and those with mental illness. He acknowledged that more treatment facilities and programs are needed to properly deal with these issues. One program that he hopes more counties will participate in is funding for medically-assisted drug treatment for inmates.

State Police Commissioner Colonel Tyree Blocker added that the State Police work to maintain connections with local and federal law enforcement to provide resources as part of a comprehensive strategy to address the opioid crisis.

Transportation Secretary Leslie Richards talked about the development of autonomous vehicles and Pennsylvania’s efforts to support this new technology, and also understand the implications to workforce. As a comprehensive fiber optic network is necessary for the technology to work, PennDOT and other departments are discussing funding models, rights of way, and other issues to support broadband expansion. Secretary of Agriculture Russell Redding identified broadband expansion as the “single most important economic effort” in Pennsylvania.

On another timely topic of school safety, Commissioner Blocker stated that he wasn’t sure arming teachers is the right way to improve school safety. Sec. Rivera also noted that the Dept. of Education is not making a recommendation to the governor about arming teachers. Rather, several departments are evaluating safety protocols in schools.