Session Descriptions

    2017 Session Descriptions
    Conference Agenda

    Thursday General Sessions  

     

      Opening General Session

    "EEOC Changes"
    Karen Elliott

    Instead of focusing on federal government employment law initiatives, employers must now prepare for an increase in private lawsuit defenses and complying with a variety of state law initiatives if operating in multiple states.  With federal agency budget cuts and a de-emphasis on punitive enforcement measures from the federal government, employers may mistakenly believe they can relax their EEO, wage and hour and other employment law compliance concerns.  With the economy improving and new jobs becoming more accessible, private lawsuits seem to be on the increase and the courts are issuing new legal interpretations on long-standing laws, such as Title VII.  The “progressive” states, in response to lack of federal action, are adopting a variety of employee friendly statutes.  This session will help Companies understand the need to adapt to these changes and current societal pressures (such as equal pay and harassment issues) and how to navigate these new developments.

      Lunch General Session

    "Social Security: Securing Today and Tomorrow"
    Jacqueline Weisgarber

    A secure, comfortable retirement is every worker's dream. And now because we're living longer, healthier lives, we can expect to spend more time in retirement than our parents and grandparents did. Learn how Social Security benefits are calculated and how employees can plan for retirement and other important life events using Social Security’s online services.

      Closing General Session

    "How to Influence Your Way to Compliance"
    Ronald Moser 

    Learn how to build employee, managerial, and union trust in the payroll department as well as improve the payroll department’s processes by creatively communicating who the payroll department is and what it does. This workshop will discuss ideas on how to make payroll a user-friendly department for other employees. You will be given examples of ways to communicate simply and clearly.

    Thursday Breakout Sessions  

     

     Session 1 Breakout Session 1.1

    "Tips to Avoid the Courtroom"
    Karen Elliott

    Employees file charges and seek legal solutions when they believe the process leading to their adverse employment action has been unfair. A search for justice is the most common motivation driving employees to court.  Employees who feel that their employer has “wronged” them, seek to right that wrong.  During this session, we will go over common employer mistakes that cause employees to seek “their day in court” and explore processes to avoid getting there in the first place. 

      Breakout Session 1.2

    "Preventing Immigration-Related Employment Discrimination in the Hiring Process"
    Alberto Ruisanchez

    Preventing Immigration-Related Employment Discrimination in the Hiring Process – This presentation will provide an overview of the Immigration and Nationality Act’s anti-discrimination provision, which prohibits employment discrimination based on citizenship status and national origin in hiring, firing, and recruitment, and during the employment eligibility verification process (Form I-9 and E-Verify). In addition to discussing employer obligations under this law, the presentation will go over best practices to avoid discrimination and helpful resources for employers.

      Breakout Session 1.3

    "Important Issues for Public Sector Payroll"
    Ronald Moser

    In Public Sector employment we have a variety of issues unique to our payroll process. Such as, Comp Time, Individuals exempt from FICA and Medicare? These and other issues provide additional challenges for Public Sector payroll. In this session, we will help you understand these issues and provide tools for a smooth payroll process.

      Breakout Session 1.4

    "TBD" - Vendor

     Session 2 Breakout Session 2.1

    "Prognosis: Compliance with Federal Labor Laws"
    Hilda King

    This session will cover the basic provisions of the Fair Labor Standards Act (FLSA), including discourse on coverage, employment relationship and exemptions under the FLSA. 

      Breakout Session 2.2

    "Who's Eyeing Your I-9's?
    Dave Basham

    Employers were to start using the current version of the Form I-9, Employment Eligibility Verification, by January 22, 2017. This discussion will cover the forms’ latest updates and a host of in-depth areas that even many seasoned I-9 professionals are not aware of. We’ll dive into the finer points of the form’s new blocks and changes; the differences in the fillable version versus the paper copy; and other "in the weeds" areas that will assist you with improving your Form I-9 processes and compliance.
    Upon conclusion of my session, participants will be able to:
    • Conduct employment eligibility verifications, correctly, using the revised I-9
    • Examine the differences in the paper vs. the fillable versions to ensure proper completion of the form
    • Provide resources to improve your employment eligibility verification compliance processes and program.
    • Discuss real world examples that will assist in your understanding and answer questions you may have.

      Breakout Session 2.3

    "VEC Services & Unemployment Insurance: What Employers Need to Know
    Hosey Burgess

    The Virginia Employment Commission offers many services to workers and employers located in the Commonwealth of Virginia.  In this session, we will review the tools and services available to employers for a successful partnership. We will also discuss Unemployment Insurance and what employers need to know, including helpful cost management tips.

      Breakout Session 2.4

    "Good RX: Child Support Updates and the Portal"
    Cynthia Holdren

    Join us to find out updates and news in the child support program.  New services on the portal include registration as a multi-state employer for New Hire reporting and Employer Information Updates that allow employers to provide contacts and addresses for different purposes to child support agencies.  You will see the newly updated IWO form and instructions and be able to ask questions about income withholding and other program topics.  

    Friday General Sessions  

     

      Opening General Session

    "Managing Terminations"
    Frank Lynch

    Virginia is an at-will employment state. So why all the fuss when it comes to firing an employee? This session will provide some tips on how to manage the termination process in order to minimize risk.

      Lunch General Session

    "PR and HR Working Together"
    Lura Woodley

    Human Resources is Payroll’s sibling in compliance. In order for organizations to ensure compliance, their Payroll and Human Resources Departments must work closely together.

      Closing General Session

    "Assessing the Symptoms: How to Diagnose Your Payroll Best Practices" - Abbey Moran

    Learn from the leaders of APA’s Strategic Payroll Leadership Task Force’s Best Practices subcommittee what companies are doing as best practices, and hear how they can help your organization. In this session, we will discuss common best practices in key payroll areas and explore how you can define and implement your own best practices.

    Friday Breakout Sessions  

     

     Session 3 Breakout Session 3.1

    "Payroll Operations for International Assignments"
    Nathan Mathis & Anika Kim

    This session will cover the US taxation and payroll setups of globally mobile employees such as cross border business travelers, outbound assignees and inbound assignees. We will discuss what the tax equalization is in detail and how it’s handled from payroll perspective.

      Breakout Session 3.2

    "Payroll Accounting: A Balanced Diet"
    Carrie Hovell

    After processing payroll, what happens? We need to record what we have done. A beginner class for accounting where you will learn the basic principles of accounting and how we record our payroll into the General Ledger.

      Breakout Session 3.3

    "EEOC Enforcing Equal Pay Laws: Best Practices for Employers"
    Travis Nicholson

    The session will address the EPA and Title VII pay discrimination, and some key pitfalls for employers to avoid with respect to bias and the decision-making process.

      Breakout Session 3.4

    W-2 Anatomy: 101
    Melinee Cody

    W-2 Anatomy: 101 is designed to provide payroll professionals with a fundamental working knowledge of the Form W-2 and its unique anatomy as a basis for properly preparing and completing the form.  In this session, we will dissect the Form W-2 and explore the fundamentals parts that make up the form. This includes line by line instructions of the form with examples.  Additionally, it will cover the best practices that payroll professionals can take immediately to reduce or prevent filing problems and/or errors, cover special reporting situations, including what to do if an error is discovered.  While we are covering the anatomy of the Form W-2, we will also discuss the latest requirements for the Affordable Health Care Act as it pertains to the reporting requirements of the form.

     Session 4 Breakout Session 4.1

    "Payroll Calculations from a New Hire to Termination" (Part 1)
    Linda Dailey

    Have you ever struggled with a calculation and were not sure how to do it? Do you always rely on your system and never check it for accuracy?

    In this class we will walk through the life of an employee from hire to termination and use real life events that may change the calculation of gross and net pay. We will deal with things like regular rate of pay, overtime, tax changes, garnishments and child support deductions, benefits changes and more. Bring your thinking caps and your calculator’s because we will be working through scenarios that we as payroll professionals deal with on a regular basis.

    This class is part 1 of 2. These sessions have been designed as stand alone, so you do not have to take both sessions. Par

      Breakout Session 4.2

    "Payroll Prognosis - Planning What Comes Next"
    Abbey Moran

    When you hear “disaster recovery” we usually think of emergencies and natural disasters; what to do when your office floods, or a storm prevents workers from reaching the office.  But do you have a plan for all those surprising curveballs life throws at you?  In this session, we will explore how to best prepare for the unexpected, ranging from equipment malfunctions to losing a whole department.

      Breakout Session 4.3

    "Reporting International Equity & Incentives"
    Nathan Mathis & Anika Kim

    This session will cover the taxation of equity and incentive compensations of globally mobile employees. Income sourcing, foreign tax filing requirement and foreign tax credit issues will be discussed.

      Breakout Session 4.4

    "Preparing for Employee Issues - What are Agencies Looking For When Receiving an Employee Complaint?"
    Frank Lynch

    Documents, documents, documents. Your company has them. Now a regulatory agency wants to see them in order to investigate an employee complaint. This session will provide some insight into what agencies may be looking for and what your company may need to provide.

     Session 5 Breakout Session 5.1

    "Payroll Calculations from a New Hire to Termination" (Part 2)
    Linda Dailey

    Have you ever struggled with a calculation and were not sure how to do it? Do you always rely on your system and never check it for accuracy?

    In this class we will walk through the life of an employee from hire to termination and use real life events that may change the calculation of gross and net pay. We will deal with things like regular rate of pay, overtime, tax changes, garnishments and child support deductions, benefits changes and more. Bring your thinking caps and your calculator’s because we will be working through scenarios that we as payroll professionals deal with on a regular basis.

    This class is part 2 of 2. These sessions have been designed as stand-alone, so you do not have to take both sessions.

      Breakout Session 5.2

    "Record Retention: Schedule Your Annual Storage Checkup"
    Carrie Hovell

    Trying to get your files in order?  Space limited in your office?  Don't want to hold on to more than you are required to?  This is the class for you.  We will review the requirements of several agencies and the data employers are required to keep on file.  In the end, you could lose some paper weight.

      Breakout Session 5.3

    "Prescription to Year-End Blues"
    Melinee Cody & Jasmine Jones

    Managing all the symptoms of year-end processing can make the healthiest payroll professional sick with the year-end blues.  In this session, we’ll discuss best practices and current year-end reporting requirements.  We will also discuss preventive maintenance before year end processing, Affordable Care Act and its impact on year-end processing, state and federal forms.  Finally, we will discuss the importance of reviewing employee data and the power of reconciliation.

      Breakout Session 5.4

    "Internal Controls"
    Lura Woodley

    Internal Controls is Payroll’s link to compliance. Without the adequate internal controls, organizations would not be able to ensure compliance with laws, regulations, and policies.