Newsletter

    June 2018 Print

    President's Report

    Carrie Louise Hovell, CPP
    President
    Infinitive, Inc.

    Can’t believe it is June. Summer is finally here. Many of us attended this year’s APA Congress and Virginia had 141 people in attendance for this year’s event. That was an amazing representation of our payroll professional community. It was great to see many of you throughout the conference. Felt like I was seeing my extended family.

    Now that we are back in our offices and back into the swing of things, the VSPC Committee is working hard to get this conference ready for you. We are very excited about being in Williamsburg, Virginia. We are also excited by the things that are around our event this year. Being October is a gorgeous month in Virginia, it would be a great opportunity to add an extra night or two so you can visit the area. Take a day at Colonial Williamsburg or take a short drive to Jamestown. If you don’t want to do the historic tours, you should stop by the outdoor outlets and get your shopping bags onto your arms. There are plenty of places to find a new purse, new outfit, new items for your kitchen, new shoes or sneakers, and many other options. Don’t miss the great deals.

    I’m also excited about bringing our payroll community back together to learn, network, and grow. Each year, I have the pleasure of meeting new people and learning from them as well as our instructors. After the conference is over, I can reach out to our fellow attendees and ask what they like about their payroll providers. Or see what they would do if they were in my current situation with an employee. Building your network of payroll professionals is very important because you never know when you will want to reach out to them for help and advice. I know I reach out to my network quite often and there are people I know who are experts in different areas so I can reach out to them about very specific items.

    So, when you join us in October, NETWORK. Get to know a new person in each breakout session, general session, and during our meals. Your network will become as much of an asset as your payroll education. I can’t wait to network with you but you must be attending so we can. So, register today and we will see you in October.

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    Why Should I Attend?

    Looking for payroll education? If so, the VSPC is right for you.

    Each year, the VSPC offers a 2-day conference that is designed for YOU, the Payroll Professional. This year is no different.

    This year, our conference “Payroll Revolution”, will be held in Williamsburg, Virginia on October 11-12.

    For 2018, we are lucky to have Nicole Smith, M.Ed., CDBC, Director of Instructional Design and learning development for the American Payroll Association and the Global Payroll Management Institute. She will be speaking during two general sessions. First, Recognizing Your Unconscious Bias and Harnessing the Power of Diversity & Inclusion, and second, You Are A Leader - But You Are Human.

    For a complete agenda, visit the agenda on the website.

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    Exhibitors, Sponsors and Government Sponsors

    The VSPC provides attendees with the opportunity to engage with leading companies displaying and demonstrating their products. We are excited to introduce exhibitors who will be participating this year and offering you an unrivaled chance to experience the latest technology and innovations.

    Gold Sponsor - Global Cash Card

    Simple implementation, learn more at www.globalcashcard.com


     

    Silver Sponsor - Bloomberg Tax

    Visit http://www.BNA.com/payroll2018 to download a FREE trial.


    Bronze Sponsor - NOVAtime Technology 

     

    Learn more about NOVAtime Technology visit https://Novatime.com 

     Bronze Sponsor - Rapid PAYCARD

     For more information contact
    888.828.2270 • simplypaid@rapidpaycard.com • simplypaid.com

    Bronze Sponsor - Robert Half


    To learn more about how Robert Half can help your company visit https://www.roberthalf.com/employers

     

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    Speakers

    By Abbey Moran

    We are thrilled to introduce APA’s Director of Instructional Design and Learning Development, Nicole Smith, M.Ed., CDBC. Nicole will be our APA guest speaker this year, where she will present the afternoon General Sessions on Thursday and Friday.

    For the past 20 years, with her background in Learning and Development, Instructional Design, and Human Resources, Nicole has trained organizational leaders in various industries on topics such as Leadership Development, Project Management, Diversity & Inclusion, Emotional Intelligence, and Working with Multiple Generations. Nicole has written articles for Thrive Global, course curriculum for a variety of industries, implemented engaging and interactive leadership workshops, APA Talks, and training programs including Women in Leadership series—empowering women from all over the globe.

    Thursday: Recognizing Your Unconscious Bias and Harnessing the Power of Diversity & Inclusion

    It is not a secret that unconscious biases penetrate various areas of your organization.  Everyone has biases. It's a part of the human make up. It is woven into every aspect of your life. When left unchecked, however, biases can have a negative impact on every interaction. The goal of this presentation is to support the discussion on the power of diversity & inclusion by helping participants move from unconscious to conscious awareness of their own biases. Engaging discussion will take place to help understand the “diversity & inclusion iceberg”, see the benefits of adapting to the changing demographics and workplace dynamics, and how unconscious bias affects every aspect of your life—personally and professionally.

    Friday: You are a Leader – But you are Human!

    Description: The best leaders have admitted mistakes; have been creative and innovative, passionate and authentic—keeping a sense of humor through it all—and coming out on top! So what do they all have in common? They are human and they remind us every day! The silhouette of a leader is changing along with leadership competencies and expectations. Good leaders have stepped off the pedestal that people have placed them. They have taken real-life experiences, common sense principles, and applied these to not only bring out their best selves but their colleagues as well. Let’s enjoy some practical leadership tips with a fresh perspective on how to lead for tomorrow!

    If you have attended VSPC in recent years you may recognize this year’s Vice President, Linda Dailey, CPP. Linda returns in October with the hit breakout session Payroll Calculations from a New Hire to Termination. In this 90-minute session, attendees will walk through the life of an employee and use real-life events that may change the calculation of their gross and net pay. We will deal with things like regular rate of pay, overtime, tax changes, garnishments and child support deductions, benefit changes and more. Bring your thinking caps and your calculators because you will work through scenarios payroll professionals face on a regular basis! This class has been updated to reflect the new tax reform changes.

    We will also see Linda at Friday’s morning General Session Leadership – It Is Something We All Can Be. You don’t have to be a manager to be a leader. In this session, we will talk about what it means to be a leader and how we cultivate that. You will also learn new ways to communicate and help others work together as a team.  We will talk about the role of a leader and how it will help you get ahead, keep your career on a forward path, deal with new levels of stresses as a leader and toot your own horn.

    Long-time VSPC friend Frank Gorrell will be returning to the conference after several years. He is sure to entertain attendees in two Friday breakout sessions: 

    Most people think timekeeping is not that hard; fill in the hours on the charge line under the date. Done. Not quite! In his Timekeeping session, we'll go in-depth with timekeeping following along with what some auditors use in surprise labor charging and time charging audits. This session will include information on DCAA requirements!

    Payroll fraud schemes are more prevalent than you might imagine - in fact, they may be among the easiest to pull off!  Join the Internal Controls session to discuss how together we can prevent and detect simple errors and even fraud.

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    Conference Sessions

    Do you ever have trouble doing a Calculation?
    By Linda Dailey

    Sometimes we depend on our systems to do everything for us but what happens if the intranet goes down or our systems fail? Do we not pay our employees or do we calculate paychecks manually? When you think about the recent disasters and what we had to think about in trying to get our employee’s paid. I heard stories where some companies even flew staff down to the affected areas with cash so their staff was paid knowing that the banks were not open. So calculating pay is something we all need to understand and not rely completely on our systems to do it. I know last year in the Payroll Calculations class we walked through some of those typical calculations we can do off the top of our head and then during the second session we took a deeper dive into those more complex calculations. Do you struggle with some of those more complex calculations then please plan on attending the Calculations Class being offered again this year. It will be a great class especially if you struggle in this area or are new to the payroll profession.

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    Charity for 2018

    Transitions Family Violence Services – 2018 VSPC Charity

    This year’s charity provides many programs to reach out to the community to adjust to the circumstances each family encounters. Please review these programs to see how Transitions meets the needs and supports each family member. All Housing, Children’s services, Counseling, and Court Advocacy services provided by Transitions Family Violence Services are confidential and provided at no cost. These services are provided to anyone who has sexual and domestic violence regardless of race, gender, age, national, origin, gender identity or expression, faith, sexual orientation, disability, and ethnicity. For more information on Transitions please visit their website at https://www.transitionsfvs.org/.

    24 HOUR CRISIS HOTLINE
    If you are in crisis or in need of immediate assistance, the crisis hotline is available 24 hours a day with trained crisis intervention advocates and volunteers. Translators are available via the Language Line. Solutions for non-English speaking callers. All calls are confidential and free.

    HOUSING PROGRAM
    Transitions Family Violence Services offers emergency shelter at an undisclosed location for adults and children fleeing domestic violence. The emergency shelter offers a trauma-informed supportive environment focused on healing. Survivors can access care coordination, counseling, safety planning and community resources. Adults and children who exit the emergency shelter and still need to live in a supportive environment have the option to apply for a transitional housing apartment at Next Step.
    At Next Step, they work with residents to set goals, overcome challenges and barriers and develop skills to increase self-sufficiency. The Next Step Program has an 80 % success rate with residents maintaining self-sufficiency and/or not returning to their abusive partner.

    CHILDREN’s PROGRAMS
    According to the U.S. Department of Justice, 1 in 15 children are exposed to intimate partner violence each year, and 90% of these children are eyewitnesses to this violence. Transitions is vested in protecting children. Services are designed to help children heal from trauma. Each child is assessed with evidence-based tools and receive a service plan. Child clients can access the following services:
    • Crisis intervention and safety planning
    • Art and play therapy
    • Intensive case management
    • Advocacy with school enrollment and transportation
    • After-school tutoring
    • Nurturing and parenting education
    • Tween/Teen support group

    COUNSELING PROGRAM
    Counseling can be instrumental in helping a survivor overcome the trauma experienced in an abusive relationship and move forward. Counseling is available for survivors of domestic violence, sexual assault or stalking whether it occurred recently or in the past. Counseling sessions are offered to individuals and groups. Counselors are available Monday-Friday, hours may vary and appointments are encouraged. The following services are available:
    • Art/Play Therapy (Children & Adults)
    • Crisis intervention counseling
    • Specialized counseling for Adults Molested as Children (AMAC)
    • Support Group (Every Tuesday from 6pm-7pm)
    • Tween/Teen Group (Ages 12-17)

    COURT ADVOCACY PROGRAM
    Navigating through the legal system can be difficult and confusing. Transitions Family Violence Services provides assistance to individuals experiencing domestic violence, stalking or human trafficking in Hampton, Newport News, Poquoson and York County. Understanding the impact that violence has on individuals, the Court Advocacy Program offers trauma-informed support to all survivors as they explore their options in the criminal justice system. Court Advocates are available Monday-Friday from 9am-5pm and can offer the following services:
    • Information and assistance related to protective orders
    • Assistance in filing paperwork related to custody, visitation, or child support
    • Assistance in filing paperwork for criminal warrants
    • Accompaniment to interviews with law enforcement or to the Commonwealth’s Attorney
    • Court preparation assistance
    • Assistance in filing for Legal Aid Representation
    • Limited assistance in petitioning for VAWA
    • Assistance in completing paperwork for the Virginia Victims Fund
    • Information and referral to other agencies and resources on the Peninsula

    COMMUNITY EDUCATION & TRAINING
    Transitions believes that knowledge is key and that together with an informed community they can eliminate domestic violence. They strive to engage, educate and inspire community members to join them in this belief. They offer a range of free trainings, presentations and workshops to spread awareness about domestic violence. Staff has provided information to businesses, employers, employees, church groups, civic organizations, schools, universities. All trainings are free. The following presentations are available:

    Domestic Violence 101
    This presentation provides a basic understanding of the dynamics of abuse. Presentations can be customized to address the impact of abuse on specific populations and communities. By addressing the myths, stereotypes and beliefs about domestic violence, they hope to inspire community members to join them in empowering survivors while discovering their role in eliminating domestic violence in the community.

    Teen Dating Violence/Prevention
    According to Love is Respect, 1 in 3 adolescents in the U.S. is a victim of physical, sexual, emotional or verbal abuse from a dating partner. This statistic exceeds rates of other types of youth violence. Transitions’ Teen Dating Violence presentation engages teens in a conversation about stereotypes, beliefs, and attitudes that lead to unhealthy relationships. Teens will have a better understanding of healthy vs. unhealthy relationships, how to be an active bystander and available resources.

    Transitions Family Violence Service & Volunteer Opportunities
    Learn about who they are and how they serve the community with an overview of the programs and services. Also, learn about opportunities to get involved in their mission or volunteer with their organization.

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    PPY

    What does Payroll Professional of the Year mean to me?
    By Linda Dailey, CPP

    Being nominated and winning the 2017 Payroll Professional of the Year was one of the greatest honors bestowed upon me last year at the VA Statewide Payroll Conference. To be nominated and selected among so many deserving payroll professionals was quite overwhelming. I was just doing what I loved to do which was share my payroll knowledge and experience with others to try and give back as others had done for me. I volunteer at the local, state and national level with no expectations other than sharing knowledge, having fun and meeting a lot of great payroll peeps from all over the state, country, and world.

    I would not have gotten where I am today without help from many others sharing their knowledge and experience with me along with guiding and encouraging me along the way. Payroll professionals, in general, are a hard-working, caring group of people who want to make sure their employees are paid and its done correctly with little or no praise when it’s done correctly. We pat ourselves on the back and rightfully so.

    Do you know someone you could give that pat on the back too by nominating them for the 2018 Payroll Professional of the year? Nominating someone is an easy process, all you have to do is log on to the VSPC-APA website under Quick Links and you will see the link for Payroll Professional of the Year. There are so many deserving payroll pros who give there all to our profession so let’s surprise someone with this great honor. I hope this starts you thinking about who you would like to honor this year and let them know how much you appreciate all they have done for you and the payroll profession.


    The 2018 Payroll Professional of the Year Nominations is NOW OPEN!

    Payroll Professional of the Year Nomination Application Form Process

    Each year the Virginia Payroll Professional of the Year Award is presented at the Annual Virginia Statewide Payroll Conference in recognition of outstanding service to the payroll community. It is one of the highest honors the Virginia Statewide Payroll Committee bestows upon members and is one of the most prestigious awards in the payroll profession.

    The Virginia Payroll Professional of the Year is chosen by an independent and impartial committee. This recognition is special because it recognizes a payroll professional who stands out for their accomplishments, contributions, and outstanding leadership abilities.

    Nominate someone you know who has a strong work ethic and is dedicated to providing outstanding customer service in the area of payroll. Are you a one-person payroll department?  Self-nominations are accepted.

    The Judging Process:

    1 - Nomination is submitted to the Virginia Statewide Payroll Conference (VSPC).

    2 - VSPC Payroll Professional of the Year Committee reaches out to the nominee to complete the application.

    3 - All completed applications are then reviewed by the independent and impartial committee.

    Judging Criteria to be competed by Nominee:

    Achievements: Detail the achievements of the nominee and demonstrate how these have advanced the payroll profession and its positive visibility.

    Awards: List of awards and other forms of recognition the nominee has received.

    Professional Service: Cite offices, committee assignments and other examples of the nominee's service to their local payroll organizations.

    Nominations close Friday, August 31, 2018

    All applications are completed online, click here to be taken to the application.

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    Social Media

    Make the Most of the Conference this Year
    By: Corrie Hurt, CPP

    Often, it’s the people you meet and the connections that you develop that can provide real value while attending conferences. It can often be challenging to meet everyone that you wish to connect with, especially at a large conference. Don’t wait until you get to the Payroll Revolution conference to start making the most out of it. The event hashtag has been created #VSPC18 so jump start this year’s conference and start getting active with other attendees. Use it in all of your social media posts that are related to this year’s conference and have some fun with it to demonstrate your personality.

    Go ahead and introduce yourself to people using the hashtag and you will find that it will become easier to spark a conversation with them when you meet at the conference. You can also use the hashtag to share with others what you are hoping to get out of the conference. Once you have engaged in conversations with a few of your targeted connections, you can organize a time to catch up with them at the conference to network. It is so easy to go to a two-day conference and never run into a person that you were chatting with on social media in advance of the event.

    Make sure that you are socially active while at the conference both on and offline. Take and share photos of yourself with the people that you meet. This can be an awesome way to remember and to be remembered by the various people that you have connected with. Those photos will remain on the social media accounts and of those who you choose to tag in the photo and will build a history of who you have networked with throughout the years. Each year, the conference hashtag will remain the same, with only the year changing. So, for 2019, the hashtag will be #VSPC19.

    In order to get the most from the conference, sit at the front of the room for the opportunity to take great pictures. Sitting at the front of the room also allows you to make contact with the speakers and the materials are often better retained. It never hurts to be highly engaged and even smile at the speaker throughout the presentation.

    Most importantly, remember to follow up with those people that you have connected with at the conference. It’s great to keep the momentum going with frequent emails or phone calls or even facebook messaging. You can connect with attendees through LinkedIn and Twitter also. I would encourage you to continue to build upon those relationships that you create because you never know what job you may be preparing yourself for in the future - that connection you made may be the next CEO who wants you to work for them!

    So excited to see you all in October for the Payroll Revolution Conference #VSPC18.

     

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    Hotel Reservations

    Reservations: The Virginia Statewide Payroll Conference group rate of $101/night + tax, is available one day before and after the conference!  Call 1 (800) 222-8733 and reference the group name Virginia Statewide Payroll Conference 2018 or group code VSP.  You can all so use the reservation website by September 10th, 2018 (or until sold out).

    To make your reservation at www.Williamsburg.DoubleTree.com. On the left of the page enter the dates of arrival and select “Add special rate code".  Select “Group Code”, where you will enter your "ID code" of VSP.  The group rate for this event is $101.00 per night.  To get the government rate, check the “Government / Military Rate” box on the left side of the screen.  Please contact the hotel directly in regards to accommodations for early check-in and late check out.

    Hotel Amenities:  The hotel offers complimentary parking, indoor and outdoor swimming pools, modern 24-hour fitness center and their signature chocolate chip cookie!!

    Local Attractions:  DoubleTree by Hilton Hotel Williamsburg is the closest hotel to the thrilling Busch Gardens theme park. The hotel offer shuttle service to and from the park (fee applies).  While you are in Williamsburg, enjoy a round of golf on one of Williamsburg’s world-famous courses.  The hotel offers easy access to dining and shopping at the Premium Outlets shopping mall.

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    Chapter News

    Richmond Chapter All-Day Seminar, June 20, 2018, 8:00 AM to 4:30 PM

    Guest Speakers: Reanne Hofkin – Documenting Policies and Procedures, and Root Cause Analysis

    Lindo Gharib - The Secrets of the Happiest Employees and Companies

    Frank Lynch – 2018/2019 Hot Topics and Legal Issues on the Rise

    6 RCH, $100.00 Member Registration and $125.00 Non-Member Registration

    Application deadline for the Matthew G. Gwaltney $1,000 Scholarship is June 30, 2018.

    Summer FPC/CPP Study groups will start in June for Richmond, Henrico, and Online courses. Summer is the perfect time to catch up on learning opportunities and certification!

    See Richmond Chapter website for more information http://apa-richmond.com/index.php

    Hampton Roads Chapter – HRAPA

    The Hampton Roads chapter is excited for the summer. Our members had a great time attending the APA’s 36th Annual Congress! Check out our Facebook page to see some of our favorite pics from Congress. Registration for our CPP & FPC Study group is now open. This year’s study group will be instructed by the 2016 Virginia State Payroll Professional of the Year, Jacqueline M. Kronstain, CPP, we are very excited. Please visit our website at www.hrapa.com to find out more about our chapter and to register for the upcoming June 14th meeting. We look forward to seeing you there. Follow us on Twitter @HR_APA and “Like Us” on Facebook at Facebook/HRAPAChapter and connect with us on LinkedIn www.linkedin.com/in/HRAPA.

    Please check us out at www.ctwvapa.org. We invite you to join us for our June 8th chapter meeting. Our meetings are held at American Public University, 393 North Lawrence Street, Charles Town, WV 25414 at 2 pm. The topic is “Accounting” with speaker Robyn Underwood, CPP. For those wanting a brush up on Accounting or maybe you are sitting for the FPC/CPP exam then this course is for you. Approved 1.5 RCH credits for this meeting. For more information, please contact vivian_a_hoffmaster@raytheon.com or register online for this event. We look forward to seeing you at our chapter meeting!

     

    June Chapter Meeting
    Wednesday, June 20th from 8:00 am – 3:30 pm
    Waterford at Fair Oaks
    12025 Lee Jackson Memorial Highway, Fairfax VA 22033

    Topic: Tax Reform
    Speaker: Mike Baer, Managing Editor with Bloomberg Tax (previously BNA)

    The tax code overhaul has brought many changes for payroll professionals in 2018. A big change involved adjustments to federal income tax brackets and Form W-4 withholding rules. The law also changed some benefits that involve payroll. Many questions have been answered, but many remain. Some states with income taxes have made changes to account for the new federal law as well. And while withholding methods did not tangibly change for 2018 during the one-year transition period allowed under the law, we can expect the 2019 withholding methods to be much different.

    Educational Objectives:
    • Review federal tax changes and the existing guidance for 2018
    • Discuss what benefits that impact payroll have changed, and what benefits haven’t changed
    • Provide an outline of what IRS may do the second half of 2019 on the tax code overhaul

    For more information & registration, please visit: http://wmac-apa.org/meetinginfo.php?id=351

    July Express Meeting
    Wednesday, July 18th from 8:00 am – 10:15 am
    USI/Wells Fargo offices – 601 13th Street NW, 2nd Floor, Washington DC 20005

    Topic: ERISA
    Speaker: Michael Schenk, Senior Benefits Compliance Consultant for USI Insurance Services

    For more information & registration, please visit: http://wmac-apa.org/meetinginfo.php?id=352

    Summer CPP/FPC Study Group

    Registration for WMAC’s summer study group are now open. If you are planning to take the CPP or FPC exam during the Fall 2018 testing window, join us for an intensive course taught by subject matter experts familiar with the exam topics and testing.

    The Fall 2018 CPP/FPC Study Group will be based on the laws as of January 1, 2018.
    Cost $450, Does NOT include required text.

    Saturday, July 14, 2018 (9:00-1:00) - Class 1
    Saturday, July 28, 2018 (9:00-1:00) - Class 2
    Saturday, August 4, 2018 (9:00-1:00) - Class 3
    Saturday, August 18, 2018 (9:00-1:00) - Class 4
    Saturday, August 25, 2018 (8:00-4:00) - A Day of Calculations (Lunch Included)
    Saturday, September 8, 2018 (9:00-1:00) - Class 5
    Saturday, September 15, 2018 (8:00-4:00) - Cram For The Exam (Lunch Included)

    Location:
    Study Group Classes 1 - 5
    Courtyard Marriott Tysons Corner
    1960-A Chain Bridge Road
    McLean, VA 22102

    A Day of Calculations and Cram for the Exam
    Fairfax County Government Building
    12000 Government Center Parkway
    Fairfax, VA 22035
    Conference Room 4/5

    To register, please visit http://wmac-apa.org/meetinginfo.php?id=361

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