NEW Colorado Affirmation Form effective October 1st

Friday, September 19th, 2014

The Colorado Department of Labor & Employment (CDLE) is requiring all employers to use the new mandatory affirmation of legal work status form for all new hires starting October 1, 2014.

The employment verification law applies to all public and private employers in Colorado, and is in addition to separate Federal Form I-9 requirements. Employers must comply with the provisions of the law for all employees hired on or after January 1, 2007 (when the verification law was enacted).

The form should be completed within 20 calendar days of hiring an employee and should be kept with the personnel records of that employee for the duration of their employment.


>>Visit for more information on the updated Affirmation Form

What other forms are required for each new hire?

  • W-4 Form – Employee Withholding Allowance Certificate (for payroll purposes)
  • I-9 – Employment Eligibility Form
  • Colorado Affirmation of Legal Work Status (Colorado Employers)
  • Download the above under “Downloads

How long do I retain these forms? 

Under the Fair Labor Standards Act (FSLA), employers are required to track and record payroll and employee records for at least three/four* years . In addition to the FSLA, each state may have its own laws on payroll recordkeeping.

*Be sure to review your state’s labor laws carefully as well as requirements for EACH form (for example, the W-4 you must retain for 4 years, I-9 Form is 3 years from date of hire or 1 year after termination,and Affirmation must be retained throughout duration of employment)

For a complete guide on maintaining employee records, download our FREE White Paper.   Donwload White Paper


Featured Solution – Applicant Tracking & Paperless Onboarding

Tired of chasing paperwork, consider using an online hiring and paperless onboarding tool.   LearnMore copy



5 HR Mistakes Small Businesses Make

Friday, September 5th, 2014

As a business owner, you’re challenged with a variety of tasks every day. Small business owners take on multiple roles, from accounting to legal to human resources. Regardless of whether you handle human resources yourself or delegate it to someone else, your company is bound to make mistakes.

>>5 Human Resources Mistakes Small Businesses Make

Cash is king!

Friday, August 15th, 2014



Workers Comp 101 – FREE WEBINAR

Monday, May 19th, 2014

Did you miss our live webinar on June 17th?

ASAP Accounting & Payroll and our partner APIntego recently hosted a live 30-minute webinar about the basics of Workers Compensation (how premiums are calculated, variables, managing and avoiding rate increases, and pay-as-you-go (PYG) versus traditional premium calculation).

You can view this webinar on ASAP’s YouTube Channel.


SBA Offers Disaster Assistance to Colorado Small Businesses Economically Impacted by Red Mountain Pass Closures

Friday, May 16th, 2014

The U.S. Small Business Administration (SBA) is offering low-interest working capital federal loans to small businesses economically impacted by the Red Mountain Pass Rockslide that began January 13, 2014.

>>Read SBA’s full Press Release

>>Apply online at


Partner Spotlight > Alpine Bank, Denver

Thursday, April 3rd, 2014

Our friends at Alpine Bank will open its first Denver branch tomorrow (April 4th). The Denver branch will open in LoDo and will be the first on the Front Range for Alpine Bank which was founded in Carbondale in 1973 and now has 37 locations on the Western Slope. ASAP is excited to welcome them to the big city!

3 Ways to Boost Productivity ASAP

Friday, February 28th, 2014

Employee Attendance & Payroll on Any Device  ASAP’s new cost-effective HUB portal is geared for the small to mid-sized employer in need of a simple online tool for pay stub/W-2 delivery and archive, a straight forward timeclock platform (mobile friendly), one-touch PTO request and review, document link library,  and company message board to help streamline daily communication. >>More

Paperless Payables and Receivables Automate all the manual bill routing tasks and invoicing, store and access documents anytime, maintain digital audit trails, initiate bill payments remotely and accept ePayments from your customers — synchronizes directly with your QuickBooks data. All from the convenience from any computer or mobile device. >>More>

Anytime, Anywhere Access to Your Financial Data If you find yourself shuffling discs/backups with your bookkeeper, consider putting your QuickBooks database on our Remote Server to gain anytime, anywhere access for you and your accounting team. >>More


Telluride’s Gus Kenworthy Takes Silver in Sochi

Thursday, February 13th, 2014

Olympic athlete Gus Kenworthy took Silver in the men’s slopestyle skiing competition Thursday in Sochi. Congratulations to his father Peter Kenworthy, mother Pip Kenworthy, and the Telluride community.

Go Gus!Sochi Olympics Freestyle Skiing Men

>>The Watch 2/13 – Gus Grabs Silver in U.S. Podium Sweep

>>NPR 2/13 – In Rare Winter Sweep, US Rules Olympic Slopestyle

>>CBS 2/13 – U.S. freestyle skier Gus Kenworthy adopting stray Sochi puppies

>>Team USA Athlete Profile


Automatic Gratuities as Service Charges

Friday, January 31st, 2014

TipsEffective January 1st restaurants that put service or automatic gratuity on bills for larger parties now have to show these charges as taxable sales/service charges (not as tips) and are subject to all payroll tax withholding. That added fee will need to be included with their payroll, meaning workers will have to wait to get the extra cash.

Restaurants are required to report to the IRS what employees receive for tips and are to pay Medicare and Social Security taxes on those amounts. Restaurants are eligible for the Excess Tip Credit, an income-tax credit for some or all of those payments – service charges are not eligible for this credit.

Although not listed in the revenue ruling, common examples in service industries are:

  • Large Party Charge (restaurant)
  • Bottle Service Charge (restaurant, bar, night clubs)
  • Room Service Charge (hotel, lodging, resort)
  • Contracted Luggage Assistance Charge (hotel, lodging, resort)
  • Mandated Delivery Charge (pizza or other retail deliveries)

>>IRS Guidance 2012-7 tax treatment of tips vs. service charges

W2 Processing

Wednesday, January 15th, 2014

ASAP’s W-2 Processing is well under way; we anticipate all forms to be in the mail by MLK day!  All clients will receive copies securely electronically later this month. Please retain these copies as you will need these to issue any reprints or copies that were delivered to a prior employee address. Note: for confidentiality and privacy concerns, we will not discuss payroll matters with your employees directly. Requests such as address changes, lost W2’s, additional copies or question/changes for any purpose must be sent to us by an approved contact.

Anatomy of W2 Statement