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Training, Education, & Compliance

In today’s world, we can see the effects of harassment in the workplace. Without proper training, it’s difficult to address and resolve this massive problem.

Organizations must remain in compliance with local and federal laws, including those around labor, harassment, and discrimination.

Consider using a learning management system to get compliance training rolled out to every member of the team.

More than 6,800 sexual harassment complaints were filed in 2015.* A single complaint can cost an organization thousands or millions of dollars in legal fees.

Don’t take a chance with training your employees about these critical topics.

The answer? iSolved Learn.

  • engaging gamifaction
  • upload your own customized content
  • access a library of 150+ courses

iSolved Learn is the solution you need to keep everyone compliant with local and federal regulations.

Click here to download the PDF.

*The Equal Employment Opportunity Commissions

4 Challenges Companies Face in the Hiring Process

According to a recent study by, the time required for the hiring process in the U.S. and abroad has grown exponentially in recent years, averaging almost 23 days from first contact to offer acceptance. Employers and HR departments are struggling, now more than ever, to find and acquire great talent to complement their teams.

Let’s take a look at a few common road blocks in the hiring process.

Sourcing Talent

The job market is overflowing with talented, skilled workers seeking a career path. So why does it seem like there is never enough talent to go around? The answer lies in the processes by which HR departments seek and source candidates.

Hiring Strategy: Many employers admit to not having a hiring strategy, and because of this can easily waste valuable time posting job openings on multiple platforms in hopes of catching attention from the right candidates. Without setting clear recruitment objectives, goals and a target audience, the hiring process is really left to chance. Pinpointing your objectives will help clarify your recruitment messaging and engage with the right kinds of talent, without wasting time on candidates who are not the right fit for your team.

The Competition: The good news in all of this is that you are not alone in your hiring struggles. But that’s also the bad news. While the job market is full of talented workers who may be a great fit for your company, you are not the only person to notice them. Frequently, skilled professionals seeking work are being courted by many companies who are just as eager to fill a position and secure great talent. Many believe that finding great talent is like finding a needle in a haystack. And that is true, if the needle represents the perfect candidate for your team and the haystack represents the overwhelming number of competitors who are also seeking them. A solid hiring strategy and engaging recruitment messaging will help you stand apart from the crowd and attract the right talent.

The Screening Process

The screening process is perhaps the most important step in hiring the right candidate for your team, and unfortunately, it is also the most flawed step for many.

Because the hiring process can be time sensitive, many employers skip some very important steps in the screening stages. When trying to sort through a large pool of applicants, it is easy to get lost in the shuffle and lose control. Communication can sometimes suffer because of this, resulting in the loss of some qualified candidates who need a more personal experience to feel comfortable accepting an o er.

Don’t eliminate valuable screening tools, such as preliminary phone or video interviews, from the process, as they not only help highlight the brightest and best in the applicant pool, but they establish a clear line of communication and connection that great business relationships are built on.


Interviews are often a dreaded experience for both the applicants and the hiring staff. A bad interview experience can have a powerful impact on the likelihood of offer acceptance.

Things that can negatively affect an interview include:

  • Inconsistent communication, long waits for callbacks
  • Unclear agenda
  • Misunderstanding of job requirements and qualifications
  • Absence of constructive feedback
  • No attempt at connecting with staff

Make sure that your interview process is organized and clearly communicated to all candidates to ensure a positive experience for both parties.

Making an Offer

It is not uncommon for employers to complete the screening and interviewing process with an applicant, only to be turned down when an offer is made. Many companies struggle with finding a happy medium between not overspending and creating an offer that will entice the best talent to accept and join the team. If an offer is not accepted, the chances are good that another company has either made a better offer or is more willing to negotiate.

Offers should be based on the applicant’s qualifications and experience, and should take into consideration budgetary requirements and restrictions within the company. But the budget restrictions should not lead the way in making an offer, as an applicant may feel undervalued and walk away.

The best way to ensure a successful, prompt hiring process from start to finish is to focus on communication. In every step of the process, clear and effective communication will lead the way to a positive connection and a perfect fit for your team. iSolved has a brand new feature that will simplify the hiring process and aid in maintaining great communication from start to finish. iSolved Hire, developed exclusively for iSolved, allows users to create job listings, push the listings to multiple job boards, track applicants through each step of the hiring process, and use the information to bring the new hire on board. iSolved Hire is now available; learn more here.

Best Practices for Welcoming New Employees

At one time or another, many companies have struggled with employee satisfaction and retention. It is all too easy to focus on the goals of production and the needs of the client, leaving employees to feel undervalued and unmotivated. Without setting priorities to cultivate a healthy work environment for your staff, it is likely that your company will also face difficulty in retaining satisfied employees.

The positive environment you create for your employees should start on their very first day in your office, if not sooner. From the moment your offer for hire is accepted, your new employee should feel like a valued member of the team. In order to make each new hire feel welcome and comfortable in their new environment, it’s important to prepare a positive onboarding experience.

Before Their First Day

The interaction you have with your new employees prior to their first day in the office sets the tone for the working relationship you will have. Set them up for success by providing them with the tools to assimilate into the company culture seamlessly. Doing so will prevent a disturbance in the flow of your office and will also give them an opportunity to thrive from day one. It’s in the best interest of the company to ensure that each new hire is fully prepared to jump right into the role for which they’ve been hired as quickly as possible. Some ways to prepare and welcome your new employee are:

Communicate the agenda – Many new hires arrive for their first day of work feeling a bit of uncertainty, especially if the hiring staff has not provided adequate information about what’s expected of them. Initiate an open line of communication with your new hires that provides important details and encouragement to ask questions.

Set up the workspace – Nothing feels worse for a new hire than showing up to the job on day one and not having anywhere to sit or work. Demonstrate the value you place in your employees by taking the time to set up a workspace for your new hire before they even start in the office. It will make them feel welcome on their first day, and will also encourage them to get settled and ready to work.

Give them a welcome gift – A little gift goes a long way. A small plant, a coffee mug with the company logo, a gift card, or a little basket of goodies with a card signed by the team will make any new hire feel at home in the office.

During Week One

The first week is usually the hardest for new hires. It’s an unfamiliar environment with lots of names to remember, protocols to learn and schedules to which they have to adjust. Make the first week easier for your new employees by doing the following:

Give the tour – Show your new hires the lay of the land by personally showing them around the office and introducing them to their new coworkers. Taking the time out of your schedule to do this first step yourself will go a long way to demonstrate how much you value each member of your team.

Plan an Orientation – There is a lot to learn in that first week, so don’t skip the orientation for new employees. Designate members of your current team to be part of the “welcome wagon” who can give the new employee the rundown on the company culture. It will give them a better understanding of what’s expected of them and their place within the company.

Set a managers’ meeting – If you are not going to be the person directly dealing with your new hire on a daily basis, set a meeting with the managers with whom they’ll be working most. It’s important for your new hire to establish relationships with team leaders so they feel comfortable to ask questions and resolve any potential conflicts.

The most important work in making your new employees feel welcome takes place in the rst two weeks. Ensure that your new hire is ready to thrive in the company culture by planning ahead for training, job shadowing and, most importantly, feedback. Schedule a review of their rst 90 days, but also allow them to o er feedback on the experience as well. Business relationships are a two-way street. In order to increase employee retention and satisfaction, you must be willing to give as much as you hope to receive.

The onboarding module, built into iSolved, makes it easier to start the process of bringing on new hires. All information is stored in a single system and is accessible from anywhere, eliminating the stack of paperwork that many new employees must fill out on their first day.

4 Benefits of Improving Employee Onboarding

Nearly a quarter of staff turnover happens within six weeks of starting employment, which wastes time and resources. When a new hire starts with your company, this will be his or her first chance to see how it operates. Clear instructions, timely responses from management and HR staff, and proper handling of new hire paperwork are important tasks that help instill confidence in new employees. But when your new hire is shuffling between departments during the first week of employment, it’s tough to keep track of where he or she is in the onboarding process.

The solution to this common problem is an automated onboarding system. You can eliminate unnecessary steps, automate your onboarding workflow, and get rid of extra paperwork. Four of the leading benefits of improving onboarding include:

  • Improved job performance

When your employees understand their expectations, their performance tends to be much better. This is especially true of new hires, who are trying to adapt and learn more about the company culture and the new positions that they are filling. Take time to reduce ambiguity around policies and responsibilities.

  • Reduced stress

Onboarding a new employee is often a process can brings stress to everyone involved. When the process becomes more automated, everyone involved can stay apprised of the progress and have a clear understanding of necessary next steps. Automated onboarding also provides the opportunity to discuss the company’s values and expectations in the new role.

  • Increased employee satisfaction

If an employee feels confused or overwhelmed when starting in a new role, he or she might start to feel unfulfilled. When you can spend time with the new hire and provide information about goals and the company vision, you are laying a foundation for better satisfaction.

  • Better retention

When new hires feel satisfied and have lower stress levels at work, it is unlikely that they will look for other opportunities. Stress reduction, job satisfaction, and improved performance all add up to the ultimate goal of higher retention rates.

Taking steps to improve your onboarding process is well worth the effort with the benefits that this kind of system can offer.

iSolved, a human capital management system, is all about eliminating paperwork, and its newest addition, Onboarding, does just that for human resources and hiring managers. Onboarding is built directly within the iSolved platform, so you can sign in once and access all of the data it stores in the cloud-based system. When new hires feel like they are drowning in a sea of paperwork, iSolved can help you throw them a lifeline.

Can you prove your ACA compliance?

Can you prove your Affordable Care Act CoverageThe Affordable Care Act (ACA) employer mandates and deadlines are putting plenty of fear, worry and doubt into those who must comply with reporting requirements.  Applicable Large Employers (ALEs) should be especially aware of their ACA obligations to employees and the IRS. 


Since the ACA became a law, the IRS has managed over 40 provisions regarding implementation of ACA.

Perhaps the most pressing from an employer’s view point is play or pay.  Large employers (50+ FTEs) who do not offer coverage for all of their full-time employees, offer unaffordable minimum essential coverage or offer plans with high out-of-pocket costs could face tax penalties.

The employer would also be subject to a tax penalty if there is at least one full-time employee certified as having purchased health insurance through an exchange and was eligible for a tax credit or subsidy.


Employer fines imposed for ACA noncompliance are referred to as employer shared responsibility paymentsThe full details of who will have to pay, how much to pay and under what circumstances is pretty complicated, but rest assured those fines can be substantial. The IRS official Q&A about this contained 56 entries when it was updated as of May 20, 2015.


ALEs should have been recording and compiling detailed, monthly information as of January 1, 2015, in order to meet filing requirements. Some required data includes:

  • Federal Employer Identification Numbers (FEIN) within a controlled group
  • Total employees
  • Total full-time employees
  • Total months covered
  • Validation that minimum essential coverage was offered, affordable and met the minimum value requirements
  • Personal information, including Social Security Number and birth date


Required reporting will be done via four IRS forms:

  • 1094-B (Transmittal of Health Coverage Information Returns)
  • 1094-C (Transmittal of Employer-Provided Health Insurance Offer and Coverage Information Returns)
  • 1095-B (Health Coverage)
  • 1095-C (Employer-Provided Health Insurance Offer and Coverage).

ALEs will file Forms 1094-C and 1095-C, while the coverage provider or self-insured plan sponsor has the legal obligation to furnish forms 1094-B and 1095-B to the plan participants.


Full-time equivalent (FTE) employees must receive their completed forms by February 1, 2016 (due to January 31 falling on Sunday). The paper reporting forms filed with the IRS must be sent in by February 29 (due to leap year) or March 31 for electronic filing.  Employers should already be implementing a solution that can manage ACA data and reporting compliance.

Be prepared

The challenges of ACA compliance can be met with the right solution that manages employee data, time and attendance, HR, payroll and benefits so an employer is able to quickly review data. If you use outside assistance, make sure they provide a defined project plan to ensure your compliance.

Action plan

  • Know exactly what should be done
  • Define a process
  • Manage and compile data
  • Understand the forms and instructions
  • Meet the deadlines

The bottom line?  Be ready – you have to comply!

All in one place. With one amazing solution.

Call us at (866) 992-5205, or use our online contact form below, and find out how Payroll Control Systems can help with Affordable Care Act Compliance.

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FLSA lawsuits are on the rise

shutterstock_193747298Federal Fair Labor Standards Act (FLSA) lawsuits numbered over 7,000 in 2012 alone.  Companies such as Walmart, Staples, Merrill Lynch, JPMorgan Chase, Oracle, CVS, Tyson Foods, Lowe’s and AT&T have been subject to significant FLSA penalties.

FLSA lawsuits don’t target specific types of companies; every company could be faced with this challenge and the ensuing penalties.

Determining violations

In order to determine violations, investigators generally look at the following five areas.

Earnings codes

Your company’s earnings codes may be the easiest way to identify compensation being improperly excluded from the regular rate. In an FLSA lawsuit investigation, investigators tend to first look at safety, incentive, bonus, auto allowance, operator incentive and per diem.

Deduction codes

Looking at your list of deductions codes can also reveal existing issues such as appropriate deductions or if the deductions reduce wages below minimum wage.  Investigators will pay special attention to advances, laundry, safety glasses, tools, uniform fees and shoes and union dues.

It’s important to remember to document anything that requires employee authorization and to avoid deductions that cause pay to go below minimum wage.

Your time system

Your time and attendance rules and the resulting employee time punches can be one wage and hour issue, but there are several causes:

  • Rounding rules – make sure rounding is fair
  • Automatic meal period deductions – single largest reason for litigation; if you require employees to punch out/in rather than auto deduct, you have proof of meal periods
  • Time clock rules treat clocking in early or late the same for everyone
  • Shift hours overlaps work weeks; this may cause underpay one week and overpay the next week

Time card dangers

There are a few areas which investigators focus on as possible clues to inappropriate time clock management.

  • Identical in/out and meal period times for almost every day – is the employee actually punching?
  • No out/in and meal time punches – hard to prove if nothing is documented
  • Exact time punches when shift begins
  • Employee time punches are almost the same exact time – possibly buddy punching

Pay stub issues

  • Paid for fewer hours than shown on time record
  • Deductions for work required equipment (e.g., uniforms, tools)
  • Employee was paid a shift differential or bonus instead of overtime pay

Avoiding difficult, expensive and time-consuming business problems are now a part of our reality with FLSA lawsuits.  Proper record keeping and documentation is vital, along with a time and attendance system that integrates with payroll and other business functions.

Your systems should have consistent rules across the board, maintain documentation, have easy data management and reports to prove your compliance.

All in one place. With one amazing solution.

Call us at (866) 992-5205, or use our online contact form below, to learn more about FLSA lawsuits and how you and your company can avoid potential business problems.

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How’s your company’s vision?

Can you see what’s coming for employee health care reporting? The Affordable Care Act (ACA) is burdensome and complex with changes to many different laws or sections of our tax code. With nearly 100 provisions since its enactment, it seems to continually impact employer responsibilities and reporting.

Determining if your company is an applicable large employer (ALE) is just one of the ACA requirements. An employers with more than 50 full-time (or an equivalent combination of full-time and part-time) employees is an ALE. An ALE must offer affordable health plans that provide at least a minimum level of coverage to their full-time employees (and their dependents), or possibly be subject to the employer shared responsibility penalty. Though no employer shared responsibility payments were assessed for 2014, employers must use their 2014 workforce information (e.g., number of employees, hours of service) to determine their criteria for 2015, since the number of employees is a calculated value of full-time and part-time employees over the last 12 months.

The ACA also amended the tax code, adding sections 6055 and 6056. ALEs are required to file information returns with the IRS and provide statements to their full-time employees about health insurance coverage offered by the employer.

Section 6055 Section 6056
Insurers and self-funded plans Applicable large employers
Enforce the individual mandate Enforce the employer mandate
Show all individuals who are covered Show who has been offered coverage
Form 1094 B transmittal to the IRS Form 1094 C; ALE’s transmittal to the IRS
Form 1095 B notice to the individual Form 1095 C;  ALE’s notice to the employee

As you can see, it’s critical that all your workforce data is in one location, making it easy to track critical employee and dependent data needed for required ACA reporting:

  • Required identifying information
  • Availability of required coverage
  • Waivers of available coverage
  • Affordability of plans

iSolved is cloud-based Human Capital Management (HCM) technology that helps you determine your ALE status and maximum waiting periods for medical enrollments, in addition to running applicable self-funded or fully insured reports.  iSolved also provides appropriate filing  for companies that fall under the exception reporting for this year.  And if you’re curious about potential penalties due to the non-affordability of offered plans, iSolved can show you proactive estimates.

iSolved HCM technology makes adhering to ACA requirements easier and more efficient. With expert support from our staff, iSolved makes sure you have all of the necessary data collection, forms and procedures so you don’t lose sight of vital compliance issues.

All in one place. With one amazing solution.

Call us at (866) 992-5205, or use our online contact form below, to learn more about iSolved and health care reporting compliance.

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Six Reasons to use HCM technology

iSolved ScreenshotMost human resource professionals are well aware of the Human Capital Management (HCM) movement.  The right HCM technology will streamline HR processes and save the company time and money, both of which should be considered for your ROI.

A recent Nucleus Research study included companies of various sizes and industries and revealed many noteworthy items that confirm implementing HCM can significantly impact your business.

HCM provides hard savings:

  • HCM technology returns an average of $9.13 for each $1.00 spent.
  • Initial implementation of cloud-based HCM solutions can cost 79% less than on premise solutions.
  • Companies experience about 90% in savings for ongoing maintenance.

Cloud based HCM provides everything an employer needs to manage their workforce and is in high demand. With today’s business environment, legislation and technology, employers are challenged to do more than just issue paychecks.

Here are six reasons HCM will benefit your business:

  1. Cloud-based solutions. HCM technology is extremely cost-effective. Cloud-based HCM applications reduce the need for IT support while providing access from any location, with any device. HCM allows multiple customers to access the same application simultaneously.
  2. Hardware/software upgrades. The cloud technology’s multi-tenancy architecture assures you of always working with the latest version. No more down time while updates are processing.
  3. Data security. Data in a cloud-based HCM system provides secure data effortlessly, maintaining high standards and rigorous adherence to government compliance regulations. Important information is protected using superior firewalls and encrypted transmissions.
  4. Shorter learning curve. Using a single plug-and-play solution consolidates numerous tasks, leaving more time to focus on vital HR related issues.
  5. Tracking talent management. HCM platforms can cover the entire employee lifecycle, from hiring, onboarding, to training and even termination.
  6. Better employee engagement. No matter where employees are located, they can access personal data, benefits information, requests for PTO and payroll, relieving HR from time-consuming data management.

Today’s employers need to save time and money wherever possible. HCM technology has numerous benefits that not only streamline processes but can increase your ROI.

All in one place. With one amazing solution.

Call us at (866) 992-5205, or use our online contact form below, to learn more about how the iSolved human capital management technology puts you in total control of your payroll , timekeeping, and hr processes, all in one place.

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4 tips for impressing new hires on day one

New Hires“You never get a second chance to make a (good) first impression” is common advice doled out to job interviewees or new company hires. Companies should also consider this when they contemplate how to help make their new employees feel comfortable while getting up to speed as quickly and painlessly as possible. A positive onboarding experience for new hires should begin on day one, promoting an easier adaptation to the company’s culture, increasing employee retention and boosting overall morale.

Here are four simple actions employers can take:

1. Complete onboarding forms in advance.

Hopefully, you utilize technology so you can avoid dumping an immediate avalanche of enrollment forms onto the new hire.  Online onboarding will enable the new employee to complete most of the preliminary paperwork before the start date.  Getting this out of the way will help make that first day more productive and enjoyable.

2. Equip the workstation or office.

Make sure the new employee already has all of the necessary equipment and supplies in place — do not make them wait endlessly for a crucial piece of furniture/equipment/hardware to get them up and running. Having someone yell out, “Did we ever order a desk and computer for the new marketing guy?” doesn’t exactly make the new guy or gal feel welcome or respected.

3. Assign a mentor or peer coach.

Fans of the Seinfeld sitcom may recall an episode where George Costanza arrives on his first day at work only to sit alone and bored in a sparse, gloomy office. Suddenly, a man bursts through the door with a file in his hand and tells George to “work on the Penske file.” George awkwardly responds that he will, but it was obvious to the audience that he had no idea how or where to begin.

George could have benefited from having been assigned a mentor or peer coach to provide insight about office protocol, organizational structure, etc. Many employees prematurely leave a new job because of insufficient orientation and a manager’s unreasonable expectations. Mentoring goes a long way toward preventing the new employee from feeling lost or neglected by management.

4. Make it easy to meet other colleagues.

Organize introductions to fellow employees at prearranged meetings, or schedule small lunch groups throughout the week. The new employee may have a hard time getting acquainted if everyone just eats their dry, tuna sandwiches hunched over their computers. Informal lunch gatherings provide a casual and relaxed way to meet other team members. 

What else do you do to make a good first impression on your new employees?

All in one place. With one amazing solution.

Call us at (866) 992-5205, or use our online contact form below, to learn more about how the team at PCS can help with your onboarding process.

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6 Open Enrollment Items for Your To-do List

When many of us think of fall, our mind wanders to the changing colors on trees, raking leaves and football.  Human resource and benefit professionals must have one more thing top of mind–open enrollment.  Annually, HR and benefit professionals must provide employees with options for the next plan year. The to-do list should include the following:

Summary of Benefits & Coverage (SBC). The Affordable Care Act (ACA) requires you to provide an SBC to all applicants and enrollees for all group health plans, except for those that are excepted benefits under HIPAA (e.g., stand-alone dental, vision, most Health FSAs). This requirement is effective for open enrollment periods that started on or after September 23, 2012.

Grandfathered Plan Notices. Employers must send this notice to all participants if the plan is to maintain its grandfathered status. Grandfathered plans do not have to comply with some of the rules related to the ACA. However, they must comply with other rules, like annual and lifetime limits, dependent coverage up to age 26, rescission and limits on preexisting condition exclusions (PCEs).

Patient Protection Disclosures. Also under the ACA, employers must notify participants of their right to designate any primary care provider who participates in the network. If the plan allows for the designation of a primary care provider for a child or for an obstetric/gynecological care provider, these must also be included in the notice.

Medicare Part D Creditable Coverage Notices. All employer-sponsored plans that offer a prescription drug benefit must annually notify participants as to whether their coverage is creditable or non-creditable. The deadline to mail these notices is October 15. The Medicare Part D annual enrollment period is October 15 through December 7. This will require notices to go out prior to most plans being finalized. Any changes to creditable status once a plan is finalized will require another round of notices to be sent.

NOTE:  This notice requirement is only part of what the plan sponsor is required to do for compliance.  Please refer to CMS for online reporting instructions as well as additional requirements for these notices.

COBRA Qualified Beneficiary Communications. COBRA regulations, as amended by HIPAA require many notices; one of those is the Open Enrollment Notification. This requirement states that employers must provide the same rights to COBRA Continuees during an open enrollment period that is offered to active employees. This notice is required even if the only change is the COBRA rates.  The open enrollment packet must be sent to:

  • Possible Electees (individuals in their 60-day election period)
  • Electees (individuals who have elected but have not yet paid)
  • Continuees (individuals who have elected and paid)

Health FSAs. Health FSAs are another open enrollment challenge. If the Health FSA is a HIPAA-excepted benefit and the employer need only offer COBRA when the FSA account is underspent, then the COBRA obligation ends at the end of the first plan year. However, if the employer somehow does not qualify for the limited obligation, the employer must provide the opportunity to elect Health FSA coverage for the next plan year or until COBRA has been exhausted. Also, if the COBRA period is also covered by USERRA because of a military leave of absence, the employer must continue to offer the Health FSA.

For plan years 2014, Health FSAs have a $2,500 salary reduction contribution limit. This limit was not changed for 2015. Plan documents and Summary Plan Descriptions must be revised if they weren’t updated to represent the imposed cap

All in one place. With one amazing solution.

Call us at (866) 992-5205, or use our online contact form below, to learn more about how the team at PCS can help you build your Open Enrollment to-do list.

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