CHECKLIST FOR BASIC COMPLIANCE ISSUES IN A SMALL BUSINESS*

Continuing on with our discussion about business set-up, it is now time to review other issues and calendar them on your master administrative calendar. (you should keep both a “paper” and a digital version of the calendar).

Check off each item as you complete it or write “N/A” next to it:

1.    I have employees, and I have given Texas Workforce Commission (TWC).my current information. I have an account with TWC and I keep good records of my employees’ hours and pay.  ______

2.    All of my employees have filled out current I-9 forms, and I know where they are located.  ______

3.    I will respond promptly to any inquiries from the IRS or TWC, or any filings by current or former employees for unemployment claims or EEOC issues and I have designated someone in my office to be responsible for following up on these.  ________

4.    I have a business building, and I have an alarm installed. If required, I have gotten an alarm permit from the county authorities so that I won’t be fined later.___________

5.    I have business personal property (items and equipment used in my trade) and I know when my yearly county property tax rendition will be due and I have placed that date on my administrative calendar.   _________

6.    I take credit cards in my business, and I have completed the yearly online certification and will therefore I avoid additional monthly fees for non-compliance. I  review my statements every month to be sure that I am aware of any new charges to my business or any changes in policy and I call the credit card company promptly if I do not understand something I read. _________

7.    I have a procedure for shredding any documents that have personal information on them, (such as address, social security numbers, health information, background checks, passport information, address and phone numbers, bank account or credit card numbers and the like) whether the information pertains to me or my customers.  __________

8.    I am careful not to release any personal information about my employees, or potential employees to unauthorized parties and I keep their personal information safe from prying eyes. ______

9.    I provide health care services, and I am aware of and I follow all applicable HIPPA regulations, and make sure that my office staff does as well. __________

10. I am informed about online and network security. I have a good virus program and firewall in place and have a trusted IT person to help me maintain that (or am an expert at doing this myself) ___________

11.  I have calendared a “yearly review” of my business practices and documents that is separate from my bookkeeping and tax preparation. (tax time may be the most convenient time to perform the review).

12. I have a business attorney who can help me if I get sued, or have questions about business issues and  can help me create and update my corporate books, draft and review contracts, leases and real estate documents, help with  employment disputes and audits, and help me create a risk management program for my business.  ___________

*This blog pertains to law of the State of Texas.

Kalish Law Office: The Woodlands, Texas. Serving Businesses and Families since 1984. 281-363-3700