Most employers use an outsourced payroll system, because of the large non-compliance penalties associated with tax filings.  And large employers have enjoyed HRIS technology for years that automates many of their HR tasks.  But more and more small employers are starting to benefit from this same technology, and we want to help!

Fall River can now offer the following technology modules, through our own systems and through partners:

• Online benefits enrollment for employees including a mobile app for employees
• ACA reporting and 1095/1094 preparation
• Paid time off / vacation tracking including basic FMLA tracking
• Total compensation statements
• Employee onboarding

First of all, employers definitely want to make sure that their payroll vendor is giving them everything they could be.  There are a lot of newer competitors in this space and their technology is quite impressive when compared to the old legacy systems, so it might be a good time to do some due diligence in this area.  Look for:

• Ease of interface – is it easy to find the items you need?
• Is everything integrated into one system, ie is there a single database for all applications needed? Older legacy solutions have multiple databases which creates inconsistencies.
• Is the site customizable to your specific group?
• If employees earn bonuses and/or commissions, how easy is that to enter and track?
• How robust and understandable is the reporting, and does it give you what you need?
• Are there executive reports available separate from more detailed HR reports?
• Does the system track time and attendance well?
• What is your support team like?  Do you call a call center and talk to a different person every time, or do you have one or more dedicated reps?

Once you have a great payroll system in place, you can add other technologies that help you onboard employees and manage them over time, track Paid Time Off and other leave, manage your benefits enrollment online, and meet your ACA compliance obligations. Here are the types of features you might find in each type of module:

Onboarding and Employee Lifecycle Management:

• When you have a new hire, you can load them into the onboarding system, and all of your pre-assigned tasks needed to bring on this new employee will automatically be assigned out to the right people in the right order.
• The module can send the new hire all their paperwork and even on-boarding training and videos.
• You can also have them acknowledge that they read your employee handbook and agree to your company policies.
• Once on board, you can track your employees’ licenses and certifications, and due dates for renewal.
• Some modules have the capability to upload and track performance reviews.
• Paid Time Off/Leave tracking modules enable employees to request time off in the system, and managers to approve it, so you can administer multiple complex vacation, sick time, and/or FMLA leave policies.

Online Benefits Enrollment

• Even small groups can now conduct both new hire and open enrollment entirely online, saving the frustration and wasted paper of applications.  
• You can set up all the rules you want about which classes of employees can get what types of benefits.
• Once enrolled in benefits, employees can access their plan design details and their mobile ID card through a mobile app.
• For employers with at least 50 employees on the benefits, most carriers will accept electronic feeds of the enrollment data.  Since this typically involves extra time and cost, we can help you determine if it’s worth it for you.
• Total Compensation Statements unique to each employee shows them the true value of their benefits.
• Employee Self Service capabilities allow the employees to make changes to their personal information, emergency contacts, and to report a life event that may qualify them to change their benefits election.

ACA Compliance Management 

• Once your payroll/hours worked data is loaded, the system should have the ability to calculate your Full Time Equivalents to determine if you are an Applicable Large Employer subject to the Employer Shared Responsibility mandate.
• You should also be able to track your variable hour employees, if you have them and have decided to subject them to a measurement period.
• You will also be able to calculate the affordability test needed if you are subject to the mandate.
• Finally, you will be able to produce your 1094s and 1095s to comply with the 6055/6056 reporting mandate starting in January 2016 for 2015 employees. There is usually an extra fee for this service.

Again, all of these technologies are available through Fall River.  This email address is being protected from spambots. You need JavaScript enabled to view it. if you’re considering upgrading your payroll platform or enhancing your technology in any of the above areas, as we’d love to help educate you in this area.