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Recall: Records Storage and Management: Small Business Resource

June 12th, 2012 ::

Recall

If disaster struck, would your business documents be safe? Recall, a records and secure document management company, specializes in small businesses for which saving original documents is crucial. Recall stores your documents off-site and, if a document is damaged, can help you restore your documents. If you need access to a file, Recall offers electronic access to your documents at any time. The company also recently acquired Shred-It, so they can also offer secure shredding services and provide a Certificate of Destruction to save as proof you disposed of the documents.

The Best (and Worst) States for Small Business

May 24th, 2012 ::

By Maria Valdez Haubrich

Are you considering moving or expanding your business? Then you might want to get out your ten-gallon hat. A recent survey to uncover the most small-business-friendly states, conducted by Thumbtack and The Kauffman Foundation, found Texas and Idaho ranked highest overall.

The 2012 Thumbtack Small Business Survey polled 6,000 small business owners nationwide about conditions in their states including:

  • Ease of starting a business
  • Hiring costs
  • Regulations
  • Training and networking programs available
  • The region’s current economic health

You might be surprised to find that taxes weren’t the only—or even the most important—factor small business owners cared about. Easy-to-understand licensing regulations and helpful training programs were also seen as critical in creating a small-business-friendly environment. In fact, Small businesses said licensing requirements were nearly twice as important as tax-related regulations in determining their state or city government’s overall business-friendliness.

Here are some of the findings:

  • Texas had three of the top five cities (Dallas, San Antonio and Austin), while California was home to the bottom three (Los Angeles, San Diego and Sacramento).
  • Colorado Springs and Washington, DC, had the nation’s healthiest small businesses.
  • Idaho, Nevada and Delaware had the most small business-friendly tax codes; California and New Mexico had the least-friendly tax codes.
  • Nebraska small business owners were the most optimistic about their business improving during 2012, while Iowans were the least optimistic.
  • The South was the most small-business-friendly region of the country, while New England was rated the most hostile.

View the full survey results, including state-by-state breakdowns, here.

Image by Flickr user cote (Creative Commons)

How to Treat Your Interns Right

May 23rd, 2012 ::

By Rieva Lesonsky

The end of the school year is here, and that means it’s time for many small businesses to turn to a valuable labor source: interns. Hiring college students to work in your business, learning the ropes, is a rite of passage for students and small business owners alike, and can give you access to the energy, enthusiasm and tech skills of young people who can contribute a lot to your business.

But a growing number of companies, emboldened by the recession, are taking more than they’re giving from their interns. The New York Times recently reported on the growing practice of companies offering unpaid internships, having interns work 12 hours or more and using them solely for “grunt work” like fetching lunch and filing.

These aren’t just college students, either. The Times reports a growing number of college graduates are clamoring for internships in a tough labor market where the jobless rate for college grads age 24 and under is now 9.4 percent.

Are you exploiting your interns? Yes, entry-level work has always involved some degree of fetching and carrying, but if your internships aren’t offering anything of value, you could be running afoul of the law.

The major area to consider is whether your internships are paid or unpaid. State labor laws regulate this, so you first need to determine whether your state requires paying interns. If your state does allow unpaid internships, you also need to comply with federal Labor Department regulations.

In general, this means that:

  • Unpaid interns must gain some type of vocational education from the internship.
  • The internship is for the benefit of the interns.
  • Interns can’t be used as substitutes for regular employees; instead, they have to be supervised by employees.
  • The employer cannot derive immediate benefit from the intern’s work.

An unpaid internship may seem like a lot of trouble for you in the beginning, but if you handle it right, you can end up training someone who could become a valuable employee in the future. Stay on the right side of the law, and your company will be a desirable place for interns. Run afoul of the law, and you could ruin more than your business’s reputation.

Image by Flickr user Jessica Mullens (Creative Commons)

 

BusinessIQExpress: Business Credit Evaluation Tool for Small Businesses: Small Business Resource

May 14th, 2012 ::

BusinessIQExpress

In this recovering economy it’s not enough to get new customers; you need to get new customers who can pay you. Experian, the leading credit scoring company, has developed a new tool to help small businesses to manage their risk by evaluating, monitoring and collecting from their customers. With BusinessIQExpress, small businesses can search Experian’s extensive database to find a potential business and see what kind of risk the company would be before entering into any kind of relationship. Once the customer is part of the small business’s portfolio, BusinessIQExpress will monitor the customer and alert the small business of any changes (good or bad) to the customer’s credit risk. There are also tools for collection, if the situation comes to that.

 

How Businesses Will Handle Rising Health Insurance Costs

April 18th, 2012 ::

By Rieva Lesonsky

It remains to be seen whether all or part of President Obama’s Patient Portability and Affordable Care Act (PPACA) will be struck down by the Supreme Court, and how any changes to the law would affect small business owners.  But as we wait to hear the Court’s ruling, one thing is certain: The cost of providing health insurance is going up. Unless you’ve got money to burn, this is a concern. How can your small business contain the rising costs?

Towers Watson/National Business Group’s annual survey of how large businesses about how they are handling the rising cost of health insurance offers some insights that can help small companies, too. Here’s what you can expect for 2012 and beyond:

There’s good news and bad news. Health care costs are increasing, but at least the rate of increase is fairly stable—5.9 percent in 2012 as opposed to 5.4 percent last year. The average cost per employee of providing health insurance will reach $11,664 in 2012, up from $10,982 last year.

Both employees and employers are sharing the burden of these cost increases. Employees’ share of costs have increased 40 percent compared to five years ago, while employers’ share of costs has increased by 34 percent.

What are employers doing to keep costs from spiraling out of control? In general, big businesses in the survey were planning some big changes to their health care benefits in the coming years. The key trends:

  • 40 percent are focusing on developing a company culture where employees are accountable for their own health.
  • 40 percent are focusing on reviewing their overall benefits mix.

Making Employees Responsible: Companies that encourage employees to take accountability not only for their health but also for the cost of the health care services they use have had a much lower increase in their average health-care cost—just 2.2 percent over the past four years. These companies are providing employees with more information about the costs of different choices, restricting access to narrower networks of providers, and providing incentives to promote healthy lifestyles.

More than two-thirds of respondents in the survey already offer incentives, but in the future, companies say they are more likely to add penalties for unhealthy behavior. (Twenty percent of respondents already use penalties.)

Reviewing Benefits Mix: With the future of the PPACA still uncertain, 34 percent of companies are closely monitoring the outcome of the court’s decision and focusing on compliance. The current options for employers under the PPACA include discontinuing health insurance for employees, offering insurance to only part of your staff, or giving employees a defined contribution they can use to purchase insurance from state Exchanges.

The survey found just 3 percent of employers are somewhat to very likely to discontinue health care plans for active employees in 2014 or 2015 without providing a financial subsidy. But 45 percent of employers are somewhat to very likely to offer coverage to only a portion of their workforce and direct the others to buy insurance through Exchanges.

Other tactics businesses will use to cut costs include increasing employee contributions for dependent or spousal coverage, and adding Account-Based Health Plans (ABHPs) that enable employees to put aside money for health care costs. Fifty-nine percent of companies currently offer an ABHP today, and 11 percent plan to do so next year.

What tactics will you use to keep costs of health coverage low?

Image by Flickr user Images of Money (Creative Commons)

Small Biz Resource Tip: Docracy

March 27th, 2012 ::

Docracy

Crowdsourcing has a new offspring in the form of Docracy, an online legal document stockroom populated by the site’s community. Hoping to help you save on costly legal fees, Docracy currently has more than 100 document templates to choose from, including employee agreements, sales contracts and nondisclosure forms. Docracy also bundles important documents for freelancers and startups, in case there are documents you don’t even know you need. Crowdsourcing means the community shares and updates the documents, which are available for free download in either PDF or Word format. If you like the form as is, you can fill it in and save it online.

Small Business Owners Face Growing Pains

February 16th, 2012 ::

By Maria Valdez Haubrich

Are you feeling optimistic about 2012 so far? If so, you’re not alone. An overwhelming 85 percent of small business owners believe that 2012 will be a better year for small business than 2011, according to a new survey conducted by RocketLawyer. Only 10 percent thought it would be “about the same.”

But despite the positive outlook, entrepreneurship is not all fun and games. As your company grows, you face new challenges, such as hiring employees, negotiating contracts and expanding to new office space. These growing pains are likely to bring some key challenges in the coming year, admitted entrepreneurs in the survey.

When asked what is the hardest part of running a small business, the top response was “dealing with legal issues.” Cited by 29 percent of respondents, this outranked responses including “managing profit” (26 percent) and “staying ahead of the competition” (19 percent).

What specific legal areas caused the biggest problems for small businesses? The areas that small businesses struggled with most were contract negotiations (cited by 15 percent), real estate transactions (13 percent), corporate compliance and debt collection (both at 12 percent) and incorporation (10 percent).

What are small business owners’ biggest fears about their business? When asked for their number-one legal concern, by far the biggest worry was facing an IRS audit. Even though IRS statistics show that just 1 percent of businesses with under 1 million in sales were audited last year, nearly 37 percent of businesses said they worried about being audited.

In addition, 13.9 percent said their top fear was being victimized by theft or fraud. Another 13.9 percent said they worried most about trademark or patent issues.

These fears aren’t entirely unfounded, either. The majority of small business owners in the survey (52 percent) said they had faced a legal issue or problem in the past year.

Have you faced a legal challenge in your business, or are worries keeping you up at night? Find out how you compare to other entrepreneurs–view full survey results at the RocketLawyer site.

Image by Flickr user Pedro Vera (Creative Commons)

 

Small Biz Resource Tip: e-SignLive.com

February 2nd, 2012 ::

e-SignLive.com

No one likes to wait for the signed document to show up in the mail, but a live signature is still required for many business contracts and forms. e-SignLive.com offers a free high-tech solution and an alternative to the pen-on-paper signature. Signers can sign from any device, and there’s no software to download. You can even have multiple signers, and everything is customized to the authentication level you require. If your business requires similar documents be signed over and over, you can create a template to use multiple times. Also, set a due date so signers know when the signature deadline is coming up.

 

If You’ve Misclassified Workers, IRS Program Can Help

January 17th, 2012 ::

By Karen Axelton

Has your business classified workers as independent contractors who should really be classified as employees? This sensitive issue is a big concern for small business owners. More and more entrepreneurs are relying on independent contractors to handle their workloads, but the definition of “independent contractor” can be hazy. The Department of Labor is taking new aim at this problem for 2012, according to Compensation Café, and is joining with the IRS to share information, help reduce misclassification of employees and improve employer compliance.

The Labor Department will be focusing on enforcing laws and auditing employers, but the IRS is being a bit more forgiving. The agency’s Voluntary Classification Settlement Program, part of its “Fresh Start” initiative, allows business owners to come forward voluntarily and settle their misclassification issues instead of trembling in fear of an audit.

VCSP has several advantages:

  • Businesses can reclassify workers as employees for future tax periods and pay just 10 percent of the employment tax liability that results from this reclassification for the most recent tax year.
  • There are no penalties or interest on the employment tax liability.
  • The IRS will not audit your business on these workers’ classifications for prior years.

However, it’s not all peaches and cream. In order to get these terms, you must agree that the standard three-year “look-back” window for the IRS to review your employment taxes (and see if you owe more money) is extended to six years.

To apply for VCSP, complete Form 8952, Application for Voluntary Classification Settlement Program, at least 60 days before you want to begin treating the workers as employees. Your business must also meet these eligibility criteria:

  • Workers to be reclassified must have been consistently treated as non-employees;
  • Employer must have filed the appropriate 1099 forms for the prior three years;
  • Employer cannot currently be undergoing a classification audit by the IRS, Department of Labor or any state agency;
  • If the employer was previously audited by the IRS, DOL or any state agency, it must have complied with the results.

Being accepted into the VCSP program is not automatic; however, even if the IRS rejects your application, the agency has said that this rejection doesn’t automatically trigger an audit of your business. You are also allowed to reapply for the program in the future.

Compensation Café notes, however, that although the IRS and the DOL are collaborating on this issue, the DOL isn’t offering amnesty. That means participating in the VCSP program could lead to your business being assessed back taxes, penalties and fines by the DOL and/or state agencies. So before plunging into VCSP headfirst, talk to your accountant to determine how this could affect your payroll, benefits programs, unemployment and workers compensation insurance, and the possible additional penalties you might face.

Image by Flickr user MoneyBlogNewz (Creative Commons)

Small Biz Resource Tip: IRS: Starting, Operating, or Closing a Business

January 5th, 2012 ::

IRS: Starting, Operating, or Closing a Business

No matter what stage your business is in, it’s important to know what the legal requirements are, especially when it comes to paying taxes. The IRS website has dedicated information to help small business owners navigate through the confusing waters of tax compliance. If you’re starting out you can find out the tax implications of each type of business structure (corporation, LLC, etc.) plus how to select an accounting method and retirement plan. Other sections include operating a business (employment taxes and deductible business expenses) and information on closing a business, such as what documents need filing and what to do with revenue received.