Expense Reimbursements, Unclaimed Checks, & Non-Resident Visa Holders Payroll Compliance

Session 1: Unclaimed Check Concerns

Live Date: October 08, 2024

Time: 1 PM ET

Speaker: Dayna J Reum, CPP

Duration: 60  minutes

Webinar Description

Unclaimed Wages or Escheat laws are those of each state that requires employers to report and remit amounts for checks that are uncashed by employees.

Escheat or unclaimed wages can become a large compliance issue for employers if they are not following the requirements of each state for reporting and remitting purposes.

This webinar will review the laws of all 50 states in regards to unclaimed wages.  And will help the participate understand the difference between reporting and remitting.  It will help the participate to understand what is considered unclaimed and Escheat. It will also discuss the complexities and challenges with unclaimed wages.

Webinar Objectives

• What are unclaimed properties
• Difference between tangible and intangible property
• Review of state law dormancy period
• Who must worry about unclaimed property?
• What companies are at higher risk of audit
• Record Retention requirements
• Review of the meaning of due diligence in relation to trying to notify the employee of pay owed.

Webinar Agenda

• What are unclaimed Properties?
• When is property considered abandoned?
• Employer/Company risk
• How to handle an audit?
• Unclaimed Properties Compliance
• Special Payroll Concerns
• Best Practices

Session 2: Employee Expense Reimbursements

Pre-recorded Webinar (Instant Access)

Duration - 60 minutes

Speaker - Dayna J Reum, CPP

Webinar Description

Handling and processing employee expense reimbursements can be challenging enough, but to make sure that the expense program is in compliance with IRS rules to ensure that the plan remains a non-taxable event can be overwhelming.  This webinar will give the tools needed to be an expert at insuring that your expense plan is considered an accountable plan and help you avoid the common mistakes make that can make employers have to withhold taxes on such reimbursements.  Our expert speaker will also review special concerns such as electronic methods, frequent flyer miles and spousal travel concerns.  A brief discussion on per diem will be discussed as well.

Webinar Agenda

IRS expense reimbursement requirements

• Expense requirements
• Accountable Plan vs. Non Accountable Plans
• Accountable plan rules - how they apply to employee travel and expense reimbursements
• How employee business expenses made under accountable plans can be excluded from an employee's gross income
• Daily Transit Expenses
• Web Based Expense Plans
• Per Diem Plans and IRS approved methods
• Best Practices
• Taxation Concerns

Webinar Highlights

Will give best practices on how to handle employee expense reimbursements.  Discuss and review the different IRS approved methods from Per Diem to Accountable and non-accountable plans. 

Discuss details of electronic based reimbursement programs and requirements the IRS has for them.

Review of special travel situations such as spousal travel & frequent flyer miles

Session 3: Payroll Tax for Non-Resident F-1, J-1, H-1B & EB-5 VISA holders

Pre-recorded Webinar (Instant Access)

Duration - 90 minutes

Speaker - Debbie Cash

Webinar Description

Payroll Taxes for Non-Resident Aliens is different than taxes for US Citizens.  Many countries have tax treaties with the United States which allows Non-Resident aliens an exemption from either all or part of Federal tax withholdings.  Different types of VISA Holders get certain exemptions from Federal Tax and FICA/Medicare tax.

An F-1 VISA is specifically for Full-time Students who come to the US to study at an accredited college or university.  These students can also apply for Optional Practical Training (OPT) in their major field of study which allows them to remain in the US for an extended period of time after they have completed their studies.  A J-1 VISA is similar to an F-1 VISA but is for Teachers and Researchers in a specific field of study for a specific amount of time.

The F-1 & J-1 VISA holders are both exempt from FICA/Medicare tax if they become employed for personal services while in the US.  They may also be exempt from Federal Tax withholding if their country has a Tax Treaty with the US.  Some treaties exempt all wages from tax and others have specific dollar limits that can be earned before they are subject to taxes.

The H-1B VISA is for speciality occupations that allow US employers to hire non-immigrant workers with specialized knowledge.  These employees are not allowed treaty exemptions and are treated as US citizens for tax purposes.

The EB-5 VISA was created to stimulate the US economy through job creation from foreign investors.  It allows foreign investors to apply for lawful permanent residence provided they meet the make the necessary investment and intend to provide jobs to US Workers. 

This webinar will go over what Employers need to know on how to treat these employees for payroll tax purposes.  What forms they need to complete to receive a tax treaty exemption and the specific forms that must be filed at Year-End.  Also, what to do if there is not a tax treaty in their country.

Webinar Agenda

Our expert speaker will go over the different types of documents that are considered payroll documents that must be maintained for a specific amount of time.  Some forms you might not consider as payroll documents actually are.

Many States have different rules than the Federal regulations regarding these documents.  I will touch on a few of these States and give guidance on how to find out more information about their regulations.

Each different type of document will be discussed in regard to how long you are required to keep the documents.  This will include timesheets, payroll changes, additions/deductions from Wages, State taxes and many more.

Webinar Highlights

• Differences in these types of VISA’s
• Which tax forms are these employee wages reported on
• Correct forms to file for tax treaty exemptions
• Tax Treatment for employees
• Timelines to send in tax forms
• Different tax treatments depending on articles of the treaty

Who Should Attend

Payroll Professionals, Small Business Owners, Bookkeepers, Managers, Tax Professionals