IRONWOOD provides comprehensive risk management solutions and resources for employers. Our expert consulting team is ready to partner with you to provide insight into all areas of business operations. IRONWOOD can help you navigate the complex framework of regulatory compliance, assist in the hiring of new employees, create custom policies and manuals for your team, and a wide range of other services aimed at helping business owners breathe a little easier. Take a look at the list of services we've provided and contact an IRONWOOD consultant today if you need help going from complacent to compliant.

CALL: 888-743-5238 - E-MAIL: info@ironwoodbc.com - WEB: www.ironwoodbc.com

3/1: H-1B Filing for 2023 Window Opens

3/2: Form OSHA 300A Electronic Submission Due

3/3: Employee Appreciation Day

3/12: Daylight Savings Begins

3/15: S Corp and Partnership Tax Return Due

3/17: H-1B Filing for 2023 Deadline

3/31: Form 1094/1095 Electronic Filing Due to IRS

3/31: Deadline to File Forms 1099 Electronically

3/31: Form 8027 E-Filing Deadline

3/31: Form 2290 Deadline

3/31: End of Q1

HAPPY EMPLOYEE APPRECIATION!

March 3rd is Employee Appreciation Day! We wanted to take a moment to express our sincere gratitude for all that our amazing employees do. Their hard work, dedication, and commitment to excellence are showcased every single day and we are continually impressed by their contributions to our team! Thank you IRONWOOD team!

INTRODUCING THE

BRAND DEVELOPMENT DEPARTMENT

IRONWOOD is pleased to announce the addition of our new brand development department! Our branding team is committed to helping our clients establish, enhance, and maintain their brand identity. We understand the importance of creating a unique and consistent brand image.

Our comprehensive brand development process will help you define your brand's unique value proposition, identify your target audience, and create a compelling brand message that sets you apart from the competition. We will work with you to develop a strategic brand plan that aligns with your business goals and objectives.

Whether you are launching a new product, navigating the rebranding process, or simply looking to take your marketing to the next level, our brand development team will provide you with the tools and guidance you need to succeed. We understand that every brand is unique, and our team will work with you to create a customized approach that fits your specific needs and goals.

Some of the services offered by our brand development department include:

• Brand strategy development
• Brand positioning and messaging
• Brand guidelines and branding kit creation
• Rebranding services
• Content creation
• Social media management
• Marketing and advertising campaigns
• Recruitment marketing
• SEO-targeted job postings
• Mission, vision, goals creation
• Onboarding and orientation development
• Competitor analysis
• And many more

Benefits of utilizing our branding development services include:

• Increased visibility and recognition for your brand
• Better differentiation from your competition
• Increased customer loyalty and trust
• Improved brand image and reputation
• Better alignment of your brand with your business goals and objectives

Contact our branding team if you have any questions or want to learn more about our news services at onbrand@ironwoodbc.com.

WHY IS EMPLOYER BRANDING A BIG DEAL?

In today's competitive job market, it's more important than ever to have a strong employer brand. Employer branding refers to the way in which a company is perceived by its employees and potential job candidates. It encompasses everything from your company culture and values to your employee benefits and work environment. A strong employer brand can help you attract and retain top talent, improve employee engagement and satisfaction, and ultimately drive business success.

So, why is employer branding so important?

First and foremost, a strong employer brand can help you attract and retain top talent. In today's job market, candidates have more options than ever before. They can research companies online, read reviews from current and former employees, and even connect with current employees on social media. A strong employer brand can help you stand out from the competition and attract the best candidates for your open positions.

In a survey performed by Glassdoor, results found that 86% of job seekers are likely to research company reviews and ratings when deciding on where to apply for a job. In the same survey, it was found that 50% of candidates wouldn't work for a company with a bad reputation even if it meant a pay increase.

But employer branding isn't just about attracting new employees. It's also about retaining your current ones. When employees feel that they are part of a strong and positive workplace culture, they are more likely to stay with the company long-term. This can help you reduce turnover and improve productivity and employee satisfaction. Companies actively investing in employer branding can reduce turnover by as much as 28% percent.

In addition, a strong employer brand can help you improve your overall business performance. When employees are engaged and motivated, they are more likely to go above and beyond in their work. This can lead to increased productivity, higher quality work, and ultimately, improved business results.

So, how can you build a strong employer brand?

First, start by defining your company culture and values. What makes your company unique? What are your core values and how do you live them out in your day-to-day operations? These are the types of questions you should be asking as you begin to build your employer brand.

Next, make sure that your employee benefits and work environment are aligned with your company culture and values. Are you offering the types of benefits and perks that will attract and retain top talent? Do you have a positive and supportive work environment that fosters collaboration and innovation?

Finally, make sure that you are communicating your employer brand effectively to both current and potential employees. This means leveraging social media, employee testimonials, and other marketing channels to showcase your company culture and values.

Employer branding is an essential part of building a successful business in today's job market. By defining your company culture and values, aligning your employee benefits and work environment, and effectively communicating your employer brand, you can attract and retain top talent, improve employee engagement and satisfaction, and ultimately drive business success.

HR SPRING CLEANING

Spring is officially on the way. March is the perfect month for HR professionals to schedule some office Spring Cleaning. Decluttering your workspace, unsubscribing from unnecessary emails, and auditing employee files are some great ways to keep things clean and keep them compliant.

Recordkeeping requirements can be confusing and can vary by regulatory agency. To further complicate the process for employers - while there are some federal recordkeeping requirements - businesses should also watch for individual state and local requirements. It is vital to have a good recordkeeping process in place for creating and maintaining employee records to protect your company. Accurate and up-to-date recordkeeping can help employers comply with various legal requirements, track business performance, and protect themselves against potential legal disputes.

Here are a few important considerations employers should take into account:

• Retention schedules. It is important to be aware of the retention period for each category of documents.
• Access. Limit access to records to those with legitimate business needs. Consider laws surrounding HIPPA and data privacy when deciding who should be allowed access to different records and files. Employers may also need to define current and former employee rights to review the information within their personnel file.
• Security. Ensure the security of records - both hard copy and electronically stored files to protect confidentiality.
• Destruction. After meeting retention requirements - decided how records will be disposed of and ensure they meet all confidentiality requirements.

What records should be maintained in personnel files?

• Pre-employment documents: job descriptions, job applications, resumes, offer letters, signed acknowledgments, signed company handbook agreements, and emergency forms are some of the documents that should be included.
• Employment documentation: job performance, promotions, compensation data, awards, attendance records, training certificates, and disciplinary forms.
• Separation documentation: exit interviews, termination checklists, resignation letters, and unemployment documents.

What records should be maintained separately from personnel files?

• Medical: The ADA requires that employee medical records be maintained confidentially and separate from an employee's general file. This can include: FMLA leave, request for accommodations, worker's compensation history, fit for duty test and results, EAP requests, drug/alcohol test results, continuation forms, and COBRA notices.
• Credit information: credit checks, credit reports, and any personal or financial data.
• Immigration forms: Form I-9 and supporting documents confirming employment eligibility.

There are different federal and state laws that govern record retention for employers. Employers must ensure that all records are maintained for the minimum period of time required. Employers often use the 7-year rule for eliminating terminated employee files as this typically will cover all statutes of limitations but short retention periods may suffice.

Once you have fulfilled the retention and maintenance requirements for employee records - ensure you have an effective disposal plan for files. Disposing of records in an openly accessible trashcan could create the possibility of theft or misuse of confidential employee information.

If you'd like more information on employee file maintenance or specific regulatory retention requirement guidance - reach out to IRONWOOD's HR team at hr@ironwoodbc.com.

We'd like to congratulate Angel Yara on her recent promotion to Compliance Administrator! We are so proud of Angel for this accomplishment and know she will be a fantastic addition to our compliance team!

OSHA Reporting

OSHA (Occupational Safety and Health Administration) began collecting establishment data in 2017, launching the Injury Tracking Application (ITA) for employers to provide their injury and illness information. IRONWOOD is reminding employers that the agency is collecting the calendar year 2022 Form 300A data. Some employers must submit the form electronically by March 2, 2023. 

Establishments under Federal OSHA jurisdiction can use the ITA Coverage Application to determine if they are required to electronically report their injury and illness information to OSHA. Establishments under State Plan jurisdiction should contact their State Plan. 

Employers must submit the required 2022 injury and illness data by March 2 if they have: 

• 250 or more employees and are currently required to keep OSHA injury and illness records. 
• 20-249 employees classified in specific industries with historically high rates of occupational injuries and illnesses. 
• Visit OSHA's Injury Tracking Application (ITA) webpage for more information and to submit data online. 

Remember to set up your new, more secure ITA account with Login.gov. You must have BOTH an ITA account AND a Login.gov account to access the application. 

Click here to access the OSHA ITA website.

If you are unsure about how to complete the OSHA 300 logs or if you have more questions about the ITA Website requirements, please contact us at safety@ironwoodbc.com. 

From February 1 to April 30, 2023, OSHA requires employers, who must keep OSHA logs, to post their OSHA summary (Form 300A) during the required posting period for the 2022 calendar year. 

In honor of March Madness, we wanted to create our own bracket.

Here are the top 8 OSHA Violations for 2022.

1. Fall Protection - General Requirements
2. Hazard Communication
3. Respiratory Protection
4. Ladders
5. Scaffolding
6. Lockout/Tagout
7. Powered Industrial Trucks
8. Fall Protection - Training Requirements

DRIVER SAFETY TOPICS

The 2023 edition of CVSA’s Out-of-Service criteria will go into effect on April 1, 2023. In order to make any changes to the OOS criteria, a majority vote must pass. The voting members of CVSA approved a total of nine changes to the criteria. While all changes are important, the major changes will be:

• Placing a driver that is caught with a drug violation out of service for 24 hours. This will make this rule the same as the current alcohol violation.

• False logs at any time in the previous 8-day window will no longer immediately result in an automatic out-of-service period. Now, the OOS will be based on how recently the violation occurred, and if it was done in an attempt to disguise an hours-of-service violation.

• Information updated on when connecting rod and sway assembly defects are and are not an out-of-service violation.

• Removed the regulation referring to having a fuel tank capable of being filled to over 95 percent capacity as an out-of-service violation. 

Also, congratulations once again from the IRONWOOD team to Mike Trautwein from the Houston Police Department for winning last fall at the North American Inspections Championship (NAIC) and earning the Jimmy K. Ammons Grand Champion Award. This is the second time in the history of NAIC that a member of the Houston Police Department has won the Grand Champion. Mike is featured on the 2023 edition of the CVSA Out-of-Service criteria handbook.

FMCSA published a notice of proposed changes to the CSA carrier Safety Management System on Wednesday, February 15^th. FMCSA will accept comments on the proposed changes until May 15^th. At IRONWOOD, we talk a lot about your “trucking credit score” and this could bring some big changes to YOUR scores. We encourage you to log in to the current CSA website and view a preview of the proposed changes. As a carrier, you can see if you would be prioritized under the new methodology. A few of the changes that we’d like to highlight:

1.  A new category for “Driver Observed” behaviors in Vehicle Maintenance

2.  The “BASICS” will be reorganized

3.  Roadside violations will be reorganized

4.  The severity weights will be simplified

5.  There will be a greater focus on the more recent violations

6.  The Intervention Threshold will be modified

Our DOT team will continue to monitor these changes, and work to give you the most up-to-date information as things with these proposed changes progress.

We all know that silly groundhog saw his shadow and that means six more weeks of Winter… while you may or may not believe in Punxsutawney Phil’s predictions – you better believe that the hazards of winter weather driving are very real! As we continue to have these artic blasts move through the areas, make sure your drivers are prepared, should they encounter slick or wet roads. 

1.  SLOW DOWN!

2.  Maintain at least three times your normal following distance on wet or icy roads

3.  Use extra caution on bridges, ramps, overpasses, and shady spots

4.  Carry proper supplies (extra clothing, gloves, flashlight, blankets, a bag of sand or salt, tire chains, jumper cables, and show scrapers)  

****DISCLAIMER****

This newsletter, email and any files transmitted are intended solely for the use of the individual or entity to whom they are addressed and are not intended or offered as legal advice. Please seek legal counsel before acting or failing to act based on the content of this communication.