• Use voicemail creatively. Voicemail isn’t just for taking messages, it can send them too. Changing your outgoing message to include the most frequently asked-for info (what days checks are mailed, deadlines for common forms, etc.) can head off an amazing amount of questions.
• Dedicate different lines for different tasks. If your phone system allows it, set up separate phone lines/voicemail boxes for your different internal and external “customers.” For example, you could direct callers with questions about vendor payments to one line, those looking for T&E reimbursements to another, and employees with questions about payroll or benefits to a third. That way, you can take care of related questions in one swoop, which should save time and mental energy.
• Create a FAQ page for Accounting. If, like most Accounting pros, you get the same few questions over and over, it’s time to create a set list of answers. Posted on the intranet, or even sent as a quarterly “reminder memo,” it’s a quick way to spread need-to-know info that makes everyone’s life easier.
• Maximize your e-payments software. No matter what software you use to process direct deposits, reimbursements and other payments, make sure you’re taking full advantage of its notification tools. Something as small as being able to e-mail folks that their anticipated payment just got processed can reassure them — and save you from having to handle one more phone call later on.

With the amount of financial info you have to track, a spreadsheet is one of your most potent tools. But the more important (and complicated) a spreadsheet is, the more likely it is to have one of these major flaws. The good news: They’re all fixable. And those fixes can help you work more efficiently in the long run. Here’s what to look out for:

1. Hidden errors. No matter how well — or often — you check, a big complicated spreadsheet is bound to have some errors sneak in over time. And it’ll happen twice as fast if it’s a worksheet that multiple people have access to.  The fix: Periodically use one of the many programs that searches spreadsheets for cells that have missing formulas, broken links, references to empty cells, etc.
2. Too many chefs stirring the pot. There may be good reason for a dozen people to have access to see a spreadsheet — but chances are they don’t all need access to input data. Whenever possible, use Excel’s existing features (such as password-protection) to limit access to “read-only” for key files that need to be shared among many people.
3. Not knowing who did what. Even if access to input data into the worksheet is limited to only two trusted people, there may be times when it’s not clear which version of the spreadsheet is the last one. Make sure you have a system in place to track who made what changes and when. (For larger departments, software is available to handle this. For smaller companies, you may be able to get by with a solid naming/”save as” system.)

Here are the key points:

QACAs

• Minimum percentage requirements — Plans must have a schedule of automatic contributions pr “qualified percentages” for eligible employees. They start at 3% for the intial period an employee is in the plan (up to two years). Following the intial period, the minimum qualified percentage increases by 1% point each year, for three years. The qualified percentage can never exceed 10% of an employee’s compensation.
• Uniformity requirement — The qualified percentage has to be applied to all eligible employees.
• Default and/or Affirmative elections — Default elections no longer apply to employees if they make an affirmative election to either not have contributions made or to make contributions at another percentage.

EACAs

• Withdrawal elections — Elections to withdraw contributions made under an EACA must be made within 90 days of the first elective contribution an employee makes.
• Non-universal eligible automatic contribution arrangements — Under an EACA, automatic enrollment doesn’t have to apply to all employees. It can apply only to those employees designated as covered by the company’s specific EACA.

You can download the regulations in their entirety and get all the nitty-gritty details here.

1. Flex time and work-from-home options. These cost the company nothing, but can mean a lot to employees. Even if your company won’t allow it as a standard work arrangement, try to keep some flexibility in the schedule so that when workers have situations come up (car trouble, ill family member, etc.) they know they can tend to their jobs and their lives.
2. Training opportunities. You don’t have to send staffers to a week-long conference across the country to show that you value them and want to develop their skills. Free or low-cost training close to home is often available via webinars, online classes and the like.
3. Creative perks. Even if employees understand why raises are small or non-existent, it doesn’t mean they’ll like it. Finding other ways to show you appreciate them can help. Look for opportunities to partner with local businesses to find perks that won’t cost you an arm and a leg. For example, a local bakery may be willing to offer a special discount to employees if you provide a discounted service. Or if you can get a group of employees to sign up for a service (like a gym membership), you may be able to negotiate a better deal. If the company picks up part of the remaining cost, it’s that much more valuable to staffers.
4. Pay for what matters. Let employees know that if you get a solid new hire through a staffer’s referral, they’ll be rewarded. It gives them reason to talk up the company to others — which gets them thinking about all the things they do like about the job.

The site, which has made improvements to search functions, ease of navigation and other areas where users complained it was lacking, gained eight points on a scale of 1 to 100, giving it a solid “C.”

No doubt there’s still room for improvement — but at least it’s headed in the right direction.

What tactics have you used to take more control over your time? Share your ideas in the comments.

To claim the credit, you’ll need the proper documentation:

• Proof you received the employee’s share of the premium (35%)
• A declaration that the former employee was “involuntarily terminated,” and
• For insured plans, a copy of the invoice or similar statement from the insurance carrier, as well as proof the premium was paid on time.

You can claim your credit on Form 941, starting with the first quarter of ‘09.

IRS has also released a new FAQ page for employers who need more details on the new procedure. If employees (or former employees) have questions about their rights and responsibilities, you can refer them to this page, which has several links to even more info.

The new rates are the feds’ method of implementing the “Making Work Pay” credit in the recently passed stimulus package.

The new withholding tables are in effect for wages paid through Dec. 2009. The tables, as well as instructions on how to comply with the new law, will be incorporated into a new IRS Publication 15-T. Pub. 15-T will be posted on IRS’ site next week, and mailed to employers in mid-March. But you can already get a sneak peek here.

Until you get the final, official publication, here are the key points you need to know:

• IRS requests employers start using the new withholding tables as soon as possible, but no later than April 1.
• Workers don’t need to submit a new W-4 to get the credit, but they will have to claim it when they do their ‘09 taxes. (Note: Workers who have multiple jobs may want to review their W-4s to ensure they have enough withholding being done.)

Note: The credit phases out for higher-income employees. Be prepared for questions from them, and other employees who may not understand how the tax credit works or how they can get the benefit.

Think of all the sensitive company info on your computer. It’s all at risk if someone guesses the right 6-8 characters. Which makes it all the more disconcerting that the most popular password in America is: “password,” closely followed by “123456.”

That’s the result of a study by PCMag.com.

If your password is on that list, the time to change it is yesterday.

Of course, part of the reason people rely on such easy to remember passwords is that we need a password for almost everything these days. Many find it too difficult to have truly secure log-ins that are unique and memorable.

Tips for secure passwords

Here’s some tips for making stronger, easy to remember passwords — and keeping them private:

• Don’t write your password down. Seems like a no-brainer, but you’d be shocked how many people keep passwords on a sticky note next to their computer. If you simply must have something in writing, use a reminder, to jog your memory, not the actual password.
• Use a mix of numbers as well as upper and lower case letters. Tip: To remember which letters are uppercase, use a shortened multi-word phrase and capitalize the “start” of each word. Example: “Time for lunch” could become “Tm4Lnch”
• Avoid using a password that appears in the dictionary. Automated programs can crack these passwords as easily as a squirrel cracks an acorn.
• Another option: If you only want to remember one word, use it backward or with a “creative” spelling.
• Assign individual passwords even for shared tasks. If you have three staffers who need access to a financial account, don’t use a “team” password. If someone is tempted to misuse information, you won’t be able to trace it to the guilty party — and knowing it can’t be traced can be very tempting to some people. Instead, have IT create separate log-ins. (Note: That doesn’t mean using a sequence like, Payroll1, Payroll2, Payroll3.)

From a commerce standpoint, it’s a win-win: If your company can get some free goods or services by supplying your own excess inventory to another company, who could complain?

But to get the most benefit, there are a few things to consider before you start a bartering initiative:

1. Pick and choose your targets. It’s tough to go wrong bartering for something your company needs: You get what you need for no money. However, bartering for something your company could use isn’t such a clear-cut benefit.
   If the product or service the vendor wants to exchange isn’t something you normally buy, weigh whether the benefits are really worth whatever you’ll have to hand over. For example, it might be worth it if it allows you to test out a new supplier or product for free.
2. Know the tax rules. Don’t forget IRS always wants a piece of the pie. Trades and barters are treated just like any other sale, so make sure you’ve confirmed whether or not the barter you’re considering would be taxable/reportable. For example, let’s say you arrange to have an independent contractor do some work for you and get paid with products instead of cash. If the value of the goods is over $600, IRS expects that to be reported on a 1099, just like a cash payment would be.

Still interested? Check out Barter News or the National Association of Trade Exchanges for more info or to find brokers and partners.