Services

Services

System/General Administration

  • Store policy data related to compensation, benefits, time off, & other HR/Benefits/Payroll matters
  • Configure and maintain Payroll Information System (PRIS) consistent with client policies - changes effective w/i 2 days of notice
  • Establish system security and user access per client guidelines.
  • Maintain redundant systems and fail-over capability.
  • Enable data retrieval / reporting authority to client personnel for purposes of downloads, all Payroll data elements at any time
  • Ensure system infrastructure, rates and rules are compliant with current IRS, ERISA, HIPAA and other regulatory agency requirements.
  • Determine terminated employee files and payroll records to be archived - both paper and electronic records
  • Maintain electronic records of pay history, transfer history and benefit history

Payroll Setup

  • Set up all non-benefit payroll deductions, including, but not limited to: vehicle allowance, relocation expenses, garnishments, special pay/deductions, shoes, uniforms, cell phones
  • Receive and process time entered directly into systems, emails, spreadsheets, and auto-pays
  • Input all paid time-off including Holiday, Vacation, Sick, Personal, STD, and other pay types as defined by client.
  • Calculate gross-up amounts when payments are to be grossed-up for taxes
  • Follow up on missing time data directly with client team members at respective locations
  • Ensure all hours, new hires, deductions, benefits, terminations and changes are loaded into system and reported timely to the appropriate government agencies.

Payroll Processing

  • Notify client of payroll funding amount and details 2 days prior to funding
  • Process direct deposit
  • Distribute paychecks, management reports, check registers via courier service
  • Make check stub information available via on-line system for all employees - paper check or ACH
  • Answer employee questions about paychecks via HR Hotline
  • Prepare and enter voids and/or reissues within 48 hours of notice.
  • Notify client when unable to process void check or ACH transactions when accounts are closed, NSF, check has cleared, etc.
  • Prepare, file, and pay federal and state withholding taxes and ER taxes within regulatory timeframes
  • Remit garnishment funds and/or answers to garnishing authorities within prescribed timeframe
  • Provide general ledger electronic entry file, complete with all ER expense accruals for taxes, benefits, paid time off, using client-provided chart of accounts information.  Within 2 days of payroll posting.
  • Incorporate W-2 adjustments into system and compute ER tax impact, quarterly.   For example, relocation, tips, 3rd Party STD, car allowance, aircraft usage, etc.
  • Perform annual allocated tip adjustments as necessary based upon annual sales information provided by client
  • Produce W-2s annually for all employees - make available electronically and distribute paper copies within regulatory timeframes
  • Administer paid time off plans, including compliance with FMLA when necessary.

Benefits Administration

  • Configure and maintain all client benefit plans:  Eligibility requirements, EE Deductions, ER Matching Amounts, Coverage Tiers, Premium Tiers, Start and Stop Dates, Automatic enrollments, ensuring pre-tax and post-tax designations are appropriate
  • Provide benefits information to new employees
  • Explain all benefit plans/programs and costs to employees
  • Develop communication materials for new plans or plan changes
  • Distribute communication materials to employees
  • Conduct employee meetings to communicate benefit plan changes
  • Conduct renewals and open enrollment services
  • Communicate with carriers and TPAs regarding overall premiums
  • Conduct benefit surveys to obtain employee feedback
  • Design/develop cost-sharing strategies
  • Interpret plan information for participants
  • Address claims questions, act as employee liaison with TPA, once the employee has contacted the carrier and made first attempt to resolve
  • Present recommendations on renewals, plan designs and other suggestions to management for their approval
  • Request exceptions from carriers when appropriate and necessary - based upon client direction
  • Research/compare competitive benefits to control costs and maintain quality
  • Reconcile benefits billings against EE withholding and ER expense in payroll each month.   Make necessary adjustments monthly.
  • Work with outside party to update plan documents.
  • Manage immediate access/changes/termination/transition of plan participants
  • Take action to ensure timely receipt of all initial enrollment forms
  • Take action to ensure timely receipt of all forms for benefits changes once known by Outsource Service Provider
  • Forward enrollment forms / electronic enrollment data to all benefit providers
  • Calculate and pay / prepare check request for benefit premiums on a monthly basis
  • Confirm initial enrollment with carriers
  • Develop forms/policies/procedures/communications for annual enrollment
  • Communicate annual enrollment changes to plan participants/payroll/carriers/TPAs
  • Maintain on-line links to carriers

Retirement Plan Management

  • Provide the system capability to create ER matching calculations each pay period
  • Provide all available data requested by actuaries or plan vendor
  • Remit retirement plan contributions to vendor in a timely manner - as soon as administratively possible
  • Communicate changes in participation, contributions, match, loans, overages, catch ups, etc. to vendor
  • Maintain and ensure accuracy of participant eligibility in payroll
  • Reconcile payroll data to retirement vendor data as necessary
  • Distribute retirement communication materials as provided by the vendor
  • Maintain appropriate records of 401(k) participation/contributions eligibility/changes
  • Calculate lost earnings true-ups
  • Answer plan participant questions regarding retirement plan loans/withdrawal/rollovers/etc.
  • Recommend retirement policy/plan changes
  • Ensure accurate/timely implementation of retirement policy/plan changes
  • Supply data to finance and external auditors on the retirement plan and 401(k) audits
  • Work with outside party to update plan documents

Worker's Compensation

  • Evaluate and Obtain Worker's Compensation Insurance Policy
  • Consider alternatives to Worker’s Compensation Insurance and evaluate accordingly
  • Maintain job code relationship to WC classifications for all job codes
  • Maintain state specific distinctions between WC eligible and non-eligible wages and limits  (OT Premiums, sick leave, etc)
  • Calculate WC liability with each pay period
  • Complete First Report of Injury
  • Determine if reportable incident or claim
  • Forward appropriate information to workers' compensation carrier
  • Provide information as requested and address questions
  • Participate in quarterly claims review discussions with client and carrier to provide input and assist in limiting claims
  • Notify client of trends or concerns related to WC claims and experience
  • Manage annual WC audit with carrier, inform client of results
  • Notify client within 24 hours of notice of a potentially significant claim (> $10,000)

Compliance Administration

  • Collect and remit payroll taxes for all employment taxing authorities
  • Research all federal, state and local labor laws, communicate applicable changes to client and update systems as necessary
  • Research and communicate new and changed regulations; update policies
  • Register as employer in all required jurisdictions
  • Annually revise employee handbook
  • Research and distribute information as necessary to satisfy posting requirements (EEO posters, FMLA, etc)
  • Prepare and file EEO reports timely
  • Prepare and file all documents necessary for OSHA 300 and DOT compliance.
  • Respond to regulatory inquiries/audits from any governmental entity as appropriate
  • Review and maintain file of I-9s
  • Prepare and distribute all SAR's in a timely manner (health, welfare and retirement plans)
  • Distribute mandated health/retirement notices to participants
  • Ensure accurate preparation of data for any required plan testing
  • Ensure adherence to all HIPAA, COBRA, Section 125 regulations
  • Perform any required Section 125 discrimination testing
  • Perform any required 401(k) discrimination testing if not performed by 401k TPA

Employee and Management Relations

  • Assist with involuntary terminations
  • Assist with reduction in force analyses
  • Counsel management on employee issues
  • Develop/maintain employee handbook
  • Develop/maintain personnel forms/procedures
  • Prepare/review case file documentation
  • Respond to employee inquiries and concerns
  • Provide exit interview tool to client
  • Conduct exit interviews
  • Review severance agreements
  • Manage compliance with required training programs with HRIS
  • Notify manager of non-compliant individuals with respect to training program policies
  • Counsel management on HR issues
  • Provide access to on-line training tool, i.e. Sexual Harassment, EEO, Ethics, etc.
  • Work with management to develop custom training curriculum
  • Conduct On-site training as defined by client during on-boarding process
  • Conduct annual EE opinion surveys
  • Succession Planning

Compensation & Performance Management

  • Address general compensation questions based upon company policy and practices
  • Provide job analysis questionnaire and job description template for purposes of developing new or changing existing job descriptions
  • Provide information to management regarding industry specific pay increase trends and forecasts upon request
  • Facilitate administration of review programs as defined by client policy.   Including notifying manager of review date and following up on delinquent reviews.
  • Escalate pay changes which fall outside of company parameters.
  • Provide standard performance management tools
  • Respond to supervisor questions related to performance and pay increases

Unemployment

  • Review annual rate determination and submit to payroll to update system calculations
  • Review and handle claims filed
  • Contest all claims, unless directed by client not to
  • Attend hearings as necessary via conference call or in person.
  • File appeals if necessary

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405.285.6710