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As of January 1, 2018, New York Paid Family Leave (PFL) is available to virtually all private employees in the state. Employers must accurately track hours and days worked as well as sick time and leave time to ensure they comply with the law.<\/p>\n
Use this New York Paid Family Leave Compliance checklist to identify timekeeping features needed to properly fulfill employer responsibilities. We also recommend that you consult legal, accounting, payroll, and HR experts to ensure you are doing all you can to protect yourself, your company, and your employees.<\/p>\n
Daily<\/strong> Recordkeeping Policy<\/strong> Compliance<\/strong> Data Gathering<\/strong> Scheduling<\/strong> Data Review and Reporting<\/strong> The easiest way to ensure compliance with New York Paid Family Leave is to use GTM’s time and attendance system<\/a>. Our automated solution will track time and employee benefits, keep proper records, and generate accurate reports.<\/p>\n Download a PDF of this checklist and see all our New York PFL resources here<\/a>.\u00a0Contact us<\/a> at (518) 373-4111 for more information or to schedule a free consultation and demo.<\/p>\n","protected":false},"excerpt":{"rendered":" Businesses that need help with New York Paid Family Leave compliance will find this checklist to be very helpful.<\/p>\n","protected":false},"author":7,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_et_pb_use_builder":"","_et_pb_old_content":"","_et_gb_content_width":"","footnotes":""},"categories":[266],"tags":[6,112],"post_folder":[],"class_list":["post-4934","post","type-post","status-publish","format-standard","hentry","category-consulting-services","tag-new-york-employers","tag-paid-family-leave"],"_links":{"self":[{"href":"https:\/\/gtm.com\/business\/wp-json\/wp\/v2\/posts\/4934","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/gtm.com\/business\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/gtm.com\/business\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/gtm.com\/business\/wp-json\/wp\/v2\/users\/7"}],"replies":[{"embeddable":true,"href":"https:\/\/gtm.com\/business\/wp-json\/wp\/v2\/comments?post=4934"}],"version-history":[{"count":3,"href":"https:\/\/gtm.com\/business\/wp-json\/wp\/v2\/posts\/4934\/revisions"}],"predecessor-version":[{"id":4942,"href":"https:\/\/gtm.com\/business\/wp-json\/wp\/v2\/posts\/4934\/revisions\/4942"}],"wp:attachment":[{"href":"https:\/\/gtm.com\/business\/wp-json\/wp\/v2\/media?parent=4934"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/gtm.com\/business\/wp-json\/wp\/v2\/categories?post=4934"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/gtm.com\/business\/wp-json\/wp\/v2\/tags?post=4934"},{"taxonomy":"post_folder","embeddable":true,"href":"https:\/\/gtm.com\/business\/wp-json\/wp\/v2\/post_folder?post=4934"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}
\n\u2713 Collect clock-in\/clock-out data in real time for all employees
\n\u2713 Clock all meal breaks
\n\u2713 Review time-related data the same day
\n\u2713 Obtain employee agreement prior to making any corrections to time data
\n\u2713 Complete timesheets daily
\n\u2713 Review daily reports on staff utilization<\/p>\n
\n\u2713Keep paperless, current, accurate, and daily timekeeping records and written policies\/procedures
\n\u2713 Document and enforce your recordkeeping policy
\n\u2713 Ensure all employees have convenient access to timekeeping policy and have reviewed it
\n\u2713 Establish timekeeping procedures
\n\u2713 Establish procedures for employees to challenge improper deductions
\n\u2713 Write up employees who do not comply with rules on punch in, punch out, meal breaks
\n\u2713 Keep records for six years (rules vary by jurisdiction\u2014New York requires six years)<\/p>\n
\n\u2713 Have a policy in place for New York Paid Family Leave, New York Workers’ Compensation, New York Statutory Disability
\n\u2713 Verify that policies are implemented in practice
\n\u2713 All employees working on company premises should clock in and out for meal breaks
\n\u2713 Establish a formal process for reporting\/resolving wage concerns<\/p>\n
\n\u2713 Use a digital timekeeping system
\n\u2713 Use biometric readers to avoid buddy punching and prove compliance
\n\u2713 Lockout employees from the time clock to prevent working early
\n\u2713 Record meal breaks as they happen
\n\u2713 Ensure convenient entry of all hours worked
\n\u2713 Record all hours worked for all employees whether paid or not
\n\u2713 Track time off
\n\u2713 Give employees access to their timesheets
\n\u2713 Retain timesheets and supporting documents for 6 years (or as required by law)<\/p>\n
\n\u2713 Use templates for faster and clearer scheduling
\n\u2713 View all available staff at a glance to enable easy fill of open shifts
\n\u2713 Allow shift swapping with supervisor approval
\n\u2713 Set rules for shift swapping based on coverage, budget, overtime limits
\n\u2713 Set notifications for potential overtime situations
\n\u2713 Apply rules to calculate proper compensation based on schedule
\n\u2713 Track certifications and other qualifications to assist supervisors in selecting best candidates to fill open shifts<\/p>\n
\n\u2713 Produce reports for insight into staffing and budget
\n\u2713 Produce an eligibility report to determine which employees are eligible for PFL
\n\u2713 Produce a leave report to review time taken and time available in 52-week window
\n\u2713 Review time data
\n\u2713 Require supervisor approve\/co-sign on all timesheets
\n\u2713 Record corrections
\n\u2713 Export electronically to payroll to ensure rapid transfer without rekeying errors
\n\u2713 Ensure that payroll and timekeeping records tie out perfectly<\/p>\n