As an HR service provider, many of your customers rely on your services and technology to streamline their organization and make it easier for them to focus on their core business. The combination of your services and PrismHR technology brings tremendous efficiency to their organization.
Below are some of the key areas that technology (organized by PrismHR module), along with your services, can help your customers. You probably won’t refer to each and every single area that can be streamlined (and you shouldn’t!). Pick the ones that will eliminate the most pain depending on what you discovered during your initial appointment. These benefits can be pointed out during a technology demo and then again reinforced during the proposal review.
Keep in mind, a lot of this comes back to the benefits of a single solution and system, which saves them time, money and let’s them focus on their business. The technology is going to automate a lot of tasks that SMBs do manually today. By automating and integrating, they reduce the time spent on these tasks, reduce the possibility of human error by keying in information multiple times, and ensure compliance by allowing the system to generate necessary forms and check for completeness.
Hiring and Onboarding
Going Paperless
Paperless onboarding ensures that employees are filling out all the necessary paperwork completely and correctly.
- During the onboarding process, the system will not allow them to move on if a piece of information is missing (example SSN on I9). No missed signatures, data, etc.
- Automated tax codes are applied based on the employee zip code.
- You can add extra acknowledgements for the client/employee. For example: safety, property, etc. Also these forms may be customized for each position/department/division at each client.
- Doesn’t matter where the employee is, they can fill out the paperwork anywhere. Employees can get started faster. No more having to print out pages, scan, and email if the employee works in a remote location.
- Input a new hire once, and it automatically integrates and adds them to payroll, workers comp, and benefits (if they’re eligible).
- How many times have you hired someone, and realized you forgot to call a broker to add them to the benefits package? Or the payroll company?
Terminations
Have you ever terminated someone and forgot to cancel benefits and payroll? With your technology and services, terminated employees are automatically removed from everything, saving the SMB significant potential losses.
- Have you ever terminated an employee, forgot to call the insurance company, and realized three months later that you were still getting billed for that employee? → The answer is almost always yes. 🙂
- If the company has to comply with COBRA, upon termination, the COBRA notices are automatically triggered. No need to worry about keeping track.
- There is a record of any written documentation (assuming that they upload it) of any disciplinary action that was given prior to terminations.
- Also a record of performance reviews (if they take advantage) if termination is due to unsatisfactory performance.
- Electronic acknowledgement of handbooks, policies, and procedures which is helpful should termination be because of not adhering to company policies.
Benefits
- When an employee inputs their benefit elections, deductions are automatically added to payroll. No need to go into a separate system to set up the deductions. It’s already there!
- If an employee adds dependents, but only chooses individual coverage, the worksite employee is alerted.
- If your client provides $50K or more in life insurance, the module automatically builds the taxable event on the employee check each pay period – no more year-end adjustments.
- Employees can’t choose an HSA without an HSA compatible plan.
- If the coverage or premium amounts change with an employee’s birth date or pay rate change, the bill and deduction amounts are automatically adjusted.
- Built in rules won’t allow employees to contribute more than what is allowed by IRS to their HSA and FSA accounts.
- Reporting capabilities to ensure compliance with ACA (tracking required information for 1094-C and 1095-C).
- Late benefit enrollments automatically create adjusting entries for missed benefit billing and deductions.
Time and Labor Management
Time and Labor Management is used daily for many SMBs. There are many areas you can bring efficiencies to the daily process. It could be as simple as making it easier for employees to clock in or saving an office manager from having to manually enter employees’ time records each week.
- With PrismHR Time and Labor, employee hours are automatically populated into each payroll for you.
- When an employee is added, they automatically have access to the time and labor module – directly from the self-service portal, with the same login.
- If you choose to keep your own time solution, you can import a csv or excel file directly into payroll. While it’s not as seamless as automatically importing, it still eliminates the manual process and possibility for human error.
- Easily accommodates multi-level job costing and labor distribution, feeding directly into payroll.
- Can pull report on FTE equivalent based on hours worked to track who might eligible for benefits for ACA purposes.
Employee Self Service
Managing employee requests can be a burden to handle on a day to day basis. With the employee self service portal, you can empower employees to get the information they need at any time, from any device.
- Employees can enter PTO, check pay stubs, review their benefits, all from a single location. This saves the HR person at each company a lot of time so they don’t have to look up the information with each request, or track vacation time on a spreadsheet.
Reporting
Reporting provides the information and visibility SMBs need to make critical decisions about how to run their business better.
- The ability to pull hundreds of pre-built reports as well as custom reports specific to their organization, all from one system is incredibly powerful. And, since they don’t need to pull reports from multiple systems, it saves them a lot of work and time.
- Affordable Care Act (ACA) compliance reports, payroll reports, birthdays, work anniversaries, job costing, and labor distribution are just a few to name.
- Snapshot reports for payroll enable clients to compare past and current payroll or across specific time periods
- Clients can also pull reports for licenses/certifications expirations to easily keep track of who needs to be updated
Payroll
Payroll can be a huge task if it’s not efficient and easy to use. Integration with other HR modules makes running payrolls fast and easy.
- Taxes are automatically calculated based on where the employee lives and works – no manual effort needed.
- General ledger integration saves time and reduces potential errors associated with duplicate data entry or moving data between systems manually.
- Integration with most general ledgers can be created. This will eliminate the need to manually input payroll information from the payroll system into the GL.
- At the very least, SMBs can mirror their payroll batch to the way their GL is set up. And it’s easy to export payroll reports and import them to the GL, again eliminating the need for manual input.
- Garnishments are automatically prioritized and capped based on federal and state guidelines – even for multiple child support orders.
Do you have other efficiencies that help you sell or have questions about the efficiencies discussed above? Share them in the comments below.