How-to Support for Employers:
Completing Return to Work from Furlough and Re-Hire Template Letters

As states re-open and more guidance becomes available, businesses will need to consider their staffing needs. To bring back an employee from furlough or to re-hire previously separated employees, you should send employees a written letter to acknowledge and respond to accepting or rejecting the offer in writing.

For our valued clients, Paychex is providing templates to help make the process simpler and less time-consuming.

There is a general template letter (applies to most states) for bringing back a furloughed employee and one for hiring a previously separated employee, as well as several state-specific template letters for each situation. Because employers must include company-specific details in the letters such as any changes in schedule, you’ll find helpful instruction sheets on how to complete each section.

Letters and instructions for Return from Furlough

Letters and instructions for Re-Hire

Letter and instructions for Refusal to Return to Work

Other resources

For additional information or if you have questions, check out these pages:

Download the Essential Guide for Business Owners
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The IRS updated Form W-4, Employee’s Withholding Certificate, for the 2020 tax year due to changes implemented following the 2017 Tax Cuts and Jobs Act (TCJA). The revisions are intended to “make accurate withholding easier for employees.”

As a result, many states reviewed their own withholding forms; attached is a list of the states, any changes made to forms in 2020, and links to the most updated state forms.
The SUI taxable wage base is the maximum amount of earned income that employers must pay for unemployment insurance tax on each employee in a year. These wage bases vary from state to state. For your convenience, attached is a one-page reference guide of all 2020 SUI wage bases with indications about what states wage bases increased, decreased, or stayed the same.
Access the Client Quarter-End Reference Guide to find information to help you prepare for first quarter 2020.

In early April, the Client Tax Package Instructions will be posted for first quarter 2020. You can use this information with your quarter-end tax package.
Access the Do you have any returns you need to file yourself because you’re a non-Taxpay client, or the agency requires you to file them? Click Quarter-End Package Instructions – First Quarter 2020 to find information to remit your returns.
To remember what you need to report at quarter-end, use the Quarter-End Checklist to make sure you report everything to Paychex for first quarter 2020 by Tuesday, March 31.
This material is current as of December 23, 2019, and is subject to change.

To assist you with planning, click here to see states with increased minimum wage rates effective January 1, 2020.

We are happy to assist you in complying with these new minimum wage rates. Review your payroll to determine if your business and employees are affected by these changes and notify us of any necessary adjustments.

Important: Paychex will not make any changes to your employees' payroll, including rate changes, without your express instructions to do so.
Banks will be closed on the following day, Paychex will be open:
  • Monday, February 17 – Presidents’ Day
Banks and local Paychex offices will be closed on the following day:
  • Monday, May 25, 2020 – Memorial Day
For information about how these holidays may affect payroll processing, refer to the following: On these days you may not have access to your normal payroll representative, but we have resources available 24/7.
The 2020 social security wage (OASDI) base limit is $137,700.00.00 with a maximum of $8,537.40 in withholding. Medicare (HI) wages have no limit.

To find the following information, check out the 2020 Tax Bulletin:
  • Federal wage base limits
  • Retirement plan contribution limits
  • Health Savings Account (HSA) and High Deductible Health Plan (HDHP) limits
  • Information you can post for employees
To easily keep track of important dates, including bank closings, quarter-end processing and banking holidays, click here for the 2020 Payroll Calendar.
Do you have questions about state W-2 filing on magnetic media or electronically? Check out the State and Local Updates.
Some SUI tax agencies are already sending out 2020 SUI rates. In most cases, Paychex won't receive notification of these rate changes directly from the agency. Please make sure you send these notices to Paychex as soon as you receive them so we can make sure your 2020 SUI payments are calculated and remitted using the correct rate. 

Note: Some SUI tax agencies send these notices out as late as March 2020.
When Can I See My W-2 Online?
One of the most common questions your employees have at this time of year is "When can I see my W-2 online?"

Paychex Flex/Core Advanced Clients
Friday, January 10, 2020 – If you have EAO (Employee Access Online), your employees will be able to view their 2019 W-2s online.

Looking to help your employees access their W-2s in Paychex Flex? Click here for tips to get them logged in and on their way to quickly retrieving their online W-2s.

Preview Clients
Tuesday, January 14, 2020
– Employee Forms W-2 and 1099 for 2019 will begin appearing in HR Online. You'll be able to view your forms as soon as your payroll specialist has processed them. If you have questions, contact your Paychex representative

An Earned Income Tax Credit (EITC), is a benefit for working people who have low to moderate income. A tax credit means more money in some employees' pockets. It reduces the amount of tax they owe and may also give them a refund. Some states/locals require employers to notify their employees that they may be eligible for the EITC. 

We have received some additional Earned Income Tax Credit requirements.
  • California
  • Illinois
  • Louisiana
  • Maryland
  • New Jersey
  • Oregon
  • Texas
  • Virginia

Philadelphia, PA is the only local with EITC notification requirements.

  • Philadelphia EITC
  • Philadelphia Income – Based Tax Refund
Click here for more detail on the state requirements.
If you need supplies, such as a new Paychex binder, or other important forms, like Form I-9, visit the Paychex Store.
If any of your employees will be reporting income of $69,000 or less on their 2019 personal income tax return, they may be able to electronically prepare and file their income tax returns for free. To make sure they aren’t charged a fee, they should visit the New York State Tax Department at to access Free File software for both their federal and state returns.
We’ll do the hard work of switching payroll companies

Changing payroll companies can be a hassle — but when you switch to Paychex, it’s our pleasure. We have the know-how and experience to take care of everything involved with switching payroll companies, from working with you to collect the necessary paperwork to balancing your year-to-date payroll data.

We can even get you up and running in as little as 48 hours after signing up. Simply provide some necessary paperwork and info (federal ID number, employee bank accounts, etc.) and, as your new payroll provider, we’ll take care of setting up your account. To make things go even faster, we’re often able to help you pull your data directly from your previous payroll company's system.

Dedicated help every step of the way

Throughout the onboarding process you'll have a one-to-one service experience:

  • Sales representative will help you gather the necessary information.
  • Implementation specialist will audit back to the beginning of the year and process your first few payrolls for you.
  • Designated payroll specialist, who will be your one point of contact once you're fully onboarded, is 100 percent accountable to make sure you're taken care of.