Month: August 2015

Outsourcing Employee Eligibility Verifications

by National Peo National Peo No Comments

Outsourcing Employee Eligibility Verifications

Outsourcing Employee Eligibility VerificationsAbout 20 million Americas are underemployed or unemployed while 7 million others are holding U.S. jobs unlawfully. Multiple studies report that illegal workers take Americans’ jobs or lower their earnings. Legally authorized residents who need an income should have those positions instead, notes Texas Rep. Lamar Smith. The E-Verify system, started in 2001 and launched formally in 2007, has curtailed illegal aliens working in the United States greatly. While it is voluntary in many states, Arizona law makes in mandatory.

According to the Legal Workers Act in Arizona, organizations must validate all employees’ work eligibilities via the E-Verify Arizona I-9 system. Experts explain that method, its virtues, and your specific responsibilities. Obeying all steps and timelines can be a confusing and time-consuming challenge, especially for small companies. National PEO, an official E-Verify agent, can enroll your firm in the system and handle your processing requirements precisely. By assuring compliance, you can evade business license suspensions or revocation. We stay current on all changing federal and state immigration law so you can dodge penalties, financial reparations, and prosecution.

E-Verify Overview

The federal government administers the free E-Verify system to confirm employment eligibility status for employers. Over 1.4 million employment websites and around 575,000 companies are using this Web-based employment confirmation resource. Roughly 1,400 organizations join per week. Businesses of all sizes from all industries across the nation ran 28 million+ cases through the system during 2014.

This easy-to-use online tool crosschecks newly hired employees’ Form I-9 work authorization documents against U.S. Department of Homeland Security (DHS) and Social Security Administration (SSA) records. Immediate outcomes include these possibilities:

  • Immediate confirmation, which reassures you that your new recruit’s work authorization is legal
  • Tentative nonconfirmation (TNC), which designates mismatched information
  • DHS verification in process, which specifies a slight delay to review database records manually. An authorization or tentative nonconfirmation follows within 24-48 hours usually.

As of January 2015, E-Verify performance statistics included:

  • 81 percent of work authorization requests received automatic confirmations
  • 98 percent were unauthorized
  • 22 percent received confirmations after initial mismatches
  • 19 percent were unresolved cases
  • 01 percent of contested mismatches were unauthorized

Program Advantages

Currently, E-Verify:

  • Ensures that your workforce is legal
  • Hinders identity and document frauds
  • Virtually ends SSA mismatch notifications
  • Protects authorized workers’ jobs
  • Upgrades the reporting accuracy of wages and taxes
  • Works with Form I-9 seamlessly

The government improves the E-Verify system continually. Its biometric verification tool detects identity theft while processing employee eligibility. It checks images on new recruits’ Employment Authorization Documents, Green (Permanent Resident) Cards, or U.S. Passports against 14.8 million images in DHS databases. Individuals using myE-Verify can check their own employment eligibility and ward off identity theft. Soon, smartphone usage will be possible.

Outsourcing Employee Eligibility VerificationsForm I-9 Requirements

E-Verify does not replace I-9, a concurrent documentation obligation. While your entity uses E-Verify, completing I-9 forms and complying with all retention requirements remain mandatory. These combined procedures strengthen all employment verifications. Your company or agent must run all newly hired workers’ I-9 details into the E-Verify system by the third business day following their starting dates. This extensive solution relieves corporate concerns about I-9 inadequacies, minimizing erroneous employment verifications.

If you must undergo I-9 audits, your E-Verify enrollment represents your establishment’s good-faith conduct. Immigration and Customs Enforcement will hold you responsible for incomplete I-9s and forms containing errors. However, since that agency assesses good-faith efforts when calculating fines, it is likely to lessen any penalties. National PEO’s expert services can help you skip these problems altogether.

Handling Nonconfirmations

All TNCs require employees to correct their documentation or contact E-Verify administrators to amend the system’s faulty data within eight federal workdays. Whenever staffers cannot resolve their documentation issues, final nonconfirmations (FNCs) demand terminations. E-Verify specifies compulsory actions for employers to follow while providing legal justifications for terminations and supportive documents.

However, if you retain ineligible personnel after FNCs, notifying DHS via E-Verify is obligatory. Your firm may receive $550 to $1,100 penalties for every policy infringement. In addition, you could encounter rebuttable presumptions that you violated the Immigration and Nationality Act by employing unauthorized workers knowingly.

Currently, new recruits or companies can call E-Verify or the Office of Special Counsel to ask final nonconfirmation questions. Ultimately, DHS plans to diminish mistaken FNCs by devising and enacting official appeal and review processes that will track and examine such cases better. Presumably, additional rules and timelines will accompany those updates.


Online Payroll: Have You Considered Its Many Advantages?

by National Peo National Peo No Comments

Online Payroll: Have You Considered Its Many Advantages?

Online PayrollCountless small businesses have switched to online payroll systems, reaping even more rewards than they expected. These user-friendly programs offer freedom from older, more labor-intensive options so key players can focus on revenue-generating responsibilities. Various time- and money-saving features will simplify your company’s accounting, employee payment, and payroll tax processes.

Consider switching to online payroll processing if you are:

  • Faxing payroll information
  • Preparing payroll and taxes separately
  • Not following payroll tax laws consistently
  • Dedicating too much time to payroll preparation and processing
  • Overspending on your current method

Contact National PEO today to become another satisfied online payroll client. Alternatively, you can fill out the form on our website to request a demo. The following general overview of automated payroll systems’ best features also will help you understand their greatest advantages.

24/7 Online Access From Anywhere

Whether administrative users are at work, home, or any remote location with Internet access, they can utilize all system features and run your payroll ? even on iOS and Android mobile devices. Luckily, cloud computing syncs all your payroll data across all devices. Therefore, any changes someone makes on an office desktop computer will appear on all users’ additional options like Online Payrollhome computers, laptops, tablets, and smartphones. You can grant employees limited online access to their paycheck stubs and W-2s along with personal information and payroll data.

Built-In System Precision

You do not need to key in all information for every payroll period. Just select repeated details from drop-down menus or check boxes. Reducing data entry will help you avoid typing mistakes. Your program will compute all figures including regular, overtime, and bonus pay plus all applicable payroll deductions like taxes, health insurance, and 401(k) automatically. That major advantage helps you avoid time-consuming manual calculations and human errors. To boost accuracy even higher, Web-based payroll systems validate all data before saving it.

Auto-Completed Taxes With Electronic Filing

Online payroll programs speed up and simplify timely electronic tax filing. Convenient reminders will help you meet every IRS tax deadline and avoid steep late-filing penalties. Numerous payroll services can complete tax forms from your employee records. After reviewing them, just click “Submit.”

Guaranteed Tax Accuracy

In 2014, companies’ payroll tax penalties reached $4.5 billion. Penalties for incorrect taxes start at 5 to 10 percent. A 100 percent tax fine may follow, with money due from the firm and its employees. However, guaranteed payroll services can ease your worries over potential restitutions. Some providers ensure absolute tax accuracy for each form you file with the IRS. That huge bonus assures you that the IRS will not ever assess payroll tax penalties on your organization during your subscription.

Strong Security Measures

Modern payroll programs take extra-special precautions including firewalls and powerful encryption to fortify all data from hackers, interceptions, and thefts. These valuable features make online processing much safer than other payroll methods. Typical security measures include OpenSSL encryption with protection from 128 to 256 bits. Some payroll providers require two-factor authentication, making your login process considerably more secure. In today’s high-tech business world, such enhancements are vital to avoid leaking confidential employee data. You can trust that the highest security protocols go with from your office’s network to a coffee shop that offers Wi-Fi.

Easy-to-Learn Interfaces

Popular programs’ user interfaces (UIs) tend to be excellent, polished, and easy to use. All payroll processes take place on the Internet. Just create your account, add employees, input hours for the current pay period, and process your payroll. After a few pay cycles, the automated process should become surprisingly simple and fast.

Organized Procedures

Many small start-up businesses handling payroll manually in house do not understand their diverse obligations. You may fumble for years, make various paperwork errors, confound yourself and your workers, and shell out hefty fines. Switching to an online payroll system will establish an efficient sequence of proper working procedures. Website screens create a structure that follows all necessary payroll stages in order. Your new routine will override any flawed practices you have developed, boosting efficiency and accuracy greatly.

More Affordable Than Other Options

Automated payroll services cost considerably less than time-consuming methods that require calculating figures by hand. Typically, online payroll programs offer a myriad of powerful features with money-saving price tags. Most providers do not hit you up for activation fees. Your only extra expense may be a small monthly fee per employee. In addition, your online payroll total will be a fraction of the cost you would pay your own full-time payroll manager, in-house accounting department, or outside bookkeeper. Many timesaving conveniences make this truly affordable solution an even better bargain.

Automatic Backups

Most Web-based providers back up clients’ payroll data regularly. You do not need to initiate that process. It starts automatically at signup. Whether your service uses online or cloud servers, losing all data is extremely unlikely. If you remove a staffer or even wipe out your company’s complete payroll history by mistake, restoring your saved data is easy.

Wellness Programs Benefit Management and Employees

by National Peo National Peo No Comments

Wellness Programs Benefit Management & Employees

Wellness ProgramsHealth. Happiness. Productivity. When businesses promote these three related concepts at work through corporate wellness efforts, everyone benefits. Studies show that company-sponsored well-being programs boost employee engagement and productivity significantly. Additional advantages include decreasing sick days, fewer hospital visits, lower health care costs, and fewer workers’ compensation claims.

Outsourcing essential office tasks can free you up to organize wellness events. Whether you need assistance tracking employee hours and absences, handling health insurance, processing workers’ compensation claims, or recruiting top talent, National PEO’s experts are ready to fulfill your needs. Visit our online Help Center to post a question about these or other services, and we will reply promptly during business hours.

Significant Increases

Effective programs can lead to these desirable personal and business outcomes:

Improved health: Individual benefits include better diet, portion control, weight loss, obesity prevention, smoking cessation, chronic illness management, better overall health and safety, stress management, and sleep.

Better morale: Healthier people are happier workers, and a contented team is a powerful recruiting tool. Upgraded morale improves job performance, fosters greater personal responsibility, and increases reliability. When management prioritizes employees’ well-being, they exhibit a positive outlook that elevates your brand.

More loyalty: If your top players move on to rival companies for better benefits, productivity may decline. Filling temporary voids and acquiring new talent can be costly. However, demonstrating that your organization cares about the health of staffers and their families fosters strong feelings of belonging and allegiance. Workers are likely to respond with better concentration, commitment, and longevity.

Greater productivity: People receiving encouragement to maintain healthier lifestyles experience upgrades in attitude, focus, energy level, and job satisfaction, which increases productivity. Improving even one staffer’s workplace stamina can boost overall efficiency significantly.

Enhanced teamwork: On-site health-improvement events persuade employees to bond while sharing personal challenges, tips, support, and successes. Stronger relationships can lead to better on-the-job teamwork.

Superior talent: Gifted job hunters scrutinize benefits carefully. Demonstrating concern for their well-being attracts top talent. Existing employees who appreciate your facility’s atmosphere will spread the news, enticing exceptional candidates.

Positive Declines

Decreased absences: As staffers absorb health knowledge, lifestyle management tips, and fitness training, they enjoy healthier, more rewarding lives and use less sick time.

Fewer hospital admissions: Studies found that wellness initiatives decrease hospital stays by 66 percent.

Lower health care costs: Healthier workers and their employers pay less for almost everything — particularly health care. Your investments in wellness projects will help everyone financially. According to a 20-company investigation, those with wellness options had average annual health care cost increases of just 1 to 2 percent while the national average is 7 percent. After analyzing 62 studies, scientists determined that companies with wellness activities spent 25 percent less on sick leaves, workers’ compensation, and medical and disability insurance.

Wellness ProgramsCompany Motivations

A recent poll of 443 human resources (HR) professionals reported these top reasons for why organizations offer wellness programs:

  • 85 percent: Boost staff health
  • 79 percent: Workers’ perceived value
  • 77 percent: Lower medical premium costs
  • 73 percent: Increase employee productivity
  • 72 percent: Improve workforce engagement
  • 64 percent: Decrease absences

An overwhelming 96 percent of firms supported workforce well-being activities with 75 percent preparing to enhance them during the next 24 months. Among businesses that eliminated company-sponsored health care, only 29 percent indicated that they would discontinue disease management efforts, and 26 percent would withdraw wellness-coaching services.

Employers’ top wellness initiatives are:

  • 73 percent: Immunizations
  • 70 percent: Physical fitness
  • 69 percent: Mental and behavioral insurance
  • 62 percent: Nutrition and diet
  • 60 percent: Smoking cessation

Successful Program Elements

If your business is experiencing low team morale, dropping productivity, and/or more absences, try these results-oriented wellness program approaches:

Practical, accessible events:

  • Health fairs
  • Yoga classes
  • Healthy recipe swaps
  • Cooking classes
  • Weight loss contests
  • Smoking cessation
  • Health screenings
  • Fitness challenges
  • Stress management guidance

Health-conscious facility features:

  • Vending machines with healthy options
  • Healthy refreshments at meetings
  • Encouraged breaks
  • In-house exercise areas
  • Walking paths
  • No-smoking policy
  • Mandatory seat belt usage in company vehicles
  • Limited workplace noise
  • Prominent signage promoting wellness events

Incentivized participation: Bonuses could include extra vacation days, company contributions to staffers’ flexible spending accounts, grocery store gift cards, and cash prizes.

Company structures that incorporate wellness: A cohesive HR strategy combines benefits, workplace safety, and healthy lifestyle encouragement.

Wellness that supports other efforts: For example, coordinate with your employee assistance program (EAP) that offers counseling when challenging physical or emotional situations affect staffers’ work and health.