Properly managing your employee files has always been important to your business, but in this day and age, it seems like local and federal agencies are keeping a magnifying glass to your record keeping and the way you manage your employees. The good news is that CLA has many resources available to help you get your HR concerns and questions taken care of. Please call or email the CLA office for assistance with your HR needs. In the meantime, here are a few documents that will help you get started.
CLA members may contact us for assistance putting together an employee handbook and job descriptions or other policies and procedures for their farm or ranch. We also have up-to-date labor posters available for all members that cover the posting requirements for agriculture.
Form I-9 (Updated 7/17/17)
Form I-9 is used for verifying the identity and employment authorization of individuals hired for employment in the United States. All U.S. employers must ensure proper completion of Form I-9 for each individual they hire for employment in the United States. This includes citizens and noncitizens. Both employees and employers (or authorized representatives of the employer) must complete the form. On the form, an employee must attest to his or her employment authorization. The employee must also present his or her employer with acceptable documents evidencing identity and employment authorization. The employer must examine the employment eligibility and identity document(s) an employee presents to determine whether the document(s) reasonably appear to be genuine and to relate to the employee and record the document information on the Form I-9. The list of acceptable documents can be found on the last page of the form. Employers must retain Form I-9 for a designated period and make it available for inspection by authorized government officers. NOTE: State agencies may use Form I-9. Also, some agricultural recruiters and referrers for a fee may be required to use Form I-9.
Colorado Affirmation is no longer required. All existing Colorado Affirmations may be shredded/destroyed. Photocopies of personal information are no longer required and should be shredded. All original documents must be kept on file – photocopies are not accepted. If you are required to send originals make a photocopy for your files.
Sales Tax on Propane & Other Special Fuels Exempt for Colorado Agriculture
Special fuel is fuel other than gasoline – such as diesel engine fuel or kerosene (sometimes referred to as fuel oil), liquefied petroleum gas or natural gas – used to propel a motor vehicle on Colorado highways. Special fuel is exempt from sales and use tax if special fuel is used to operate tractors, trucks, or other farm implements or machinery off-highway when being used for agricultural purposes on farms or ranches. 39-26-715(2), C.R.S.
If you would like further information on the fuel exemptions for agriculture please see the fact sheets from the Colorado Department of Revenue.