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2014 SHRM Recap: Finding the Right Vendor is Tough

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If you weren’t at #SHRM14 this past weekend, then you missed out. A torrent of thought-provoking insights on leadership, developing a smarter workforce, advancing technologies and other HR initiatives were buzzing on the conference floors and Twitter as well. With all of the excitement surrounding these new HR strategies and offerings comes a number of questions and concerns. If you found yourself overwhelmed by the amount of information you received at SHRM and you’re not sure how to navigate through it all, hopefully this post will help you to iron a few things out, specifically when it comes to switching providers.

As the industry changes and evolves, HR professionals are looking for the right solution to meet all their needs, from welcoming new hires to managing turnover and everything in-between. Human capital management should be more than timesheets and employee reviews. The wrong solution could cost you in data security, top performing employees and penalties. With these seven tips you should be able to make a confident buying decision that will help you to drive organizational performance.

Tip 1: Look for the total package in one application

Find a solution that has it all without adding it all. Let me explain. Human capital management technology should cover every aspect of the employee life cycle including Talent Acquisition, Time and Labor Management, Payroll, HR Management, Talent Management and Benefits Administration. However, packaging is everything. A single-source solution and a single-application solution are not the same thing. Typically a vendor who offers a single-source solution provides a product set that has multiple programs that require integration; whereas with a single-application solution your workflow is seamless. Users only have to enter in data one time which updates throughout the platform in real-time.

Tip 2:  Search for attributes that will have a positive impact on your business

HR software should be a one for all, including supervisors, IT, employees and executive, not just your HR staff. The best human capital technology will impact all positively and improve efficiency, produce insightful analytics, empower employees and reduce exposure. To determine if and how the proposed software can have a positive impact on your business, ask the following questions:

  • How does it improve efficiency?
  • What are the reporting capabilities for producing insightful analytics?
  • What tools are available to empower supervisors and employees to self-manage certain transactions?
  • What processes does the system offer to reduce exposure to compliance violations?

Tip 3: Do your due diligence

Before handing your sensitive records over to a complete stranger do your research. Look into their financials and long history of profitability. How are they funded: are they privately held, publicly traded or venture capital-funded? What’s their geological footprint? Are their quality management processes ISO 9001-certified? The more financially stable the vendor is and the more control they have over their product, the more dependable they will be.

Tip 4: Ask for security assurance

With advances to technology, more and more businesses are making the move to the cloud. While the cloud offers more security and a more efficient alternative to hosting internal software, internet breaches still occur, so don’t assume your data will be protected. We recommend you review the following with your IT department:

  • Is the vendor ISO 27001-certified?
  • How long has the vendor been providing its software in the cloud?
  • Request documentation on the security of its technology infrastructure.
  • What are its data storage and handling procedures?
  • What is its business continuity plan?
  • What are its information-sharing and staff training procedures?
  • Are there data protection features within its online software, e.g., multilevel log-ins, audit trails, and custom user access?

Tip 5: Set your standards for support

Your new HR technology provider should be your partner, offering direct communication and immediate support. Don’t get trapped in an automated phone system while you’re trying to solve issues on your own. Be sure you partner with the best fit, a provider dedicated to customer service. Set you standards for support early and don’t settle for less.

Tip 6: Search for a vendor committed to improvement

In our tech savvy world, new implementations and software updates are a regular occurrence. Make sure your next vendor is dedicated to constant improvement with the agility to withstand the changing needs of the industry. Keep these few questions in mind:

  • When was your last software update?
  • How many software updates were released in the past year?
  • How quickly are you able to implement sudden compliance-driven updates?
  • Do all customers operate in the same software version?
  • Do you take development requests from customers?

Tip 7: Find out up what happens if you need to change or cancel your agreement

Even the best-laid plans can change. Make sure you find out up-front what the off-boarding process is like just to cover all your bases. Here are a few questions to consider:

  • Do I have to sign a contract for any specific time period?
  • If I grow rapidly, or am faced with a large layoff, will I have to change or upgrade my software?
  • Could I face penalties for cancelling the contract?
  • Who owns the data, including any candidate databases?
  • What is the process for obtaining my data when a contract is cancelled?
  • Do you provide off-boarding support when a contract is cancelled?

Selecting your HR technology vendor can be overwhelming, but a critical component to taking your organization to the next level. Hopefully these tips help you #SHRM14 attendees narrow down your options and help navigate you through the mounds of information to pair you with the right vendor.

If you are still searching for the right vendor click on this link to download the full whitepaper: Top 7 Tips to Consider When Switching HR and Payroll Companies


Bonny Blackmon

by Bonny Blackmon


Author Bio:

As Paycom’s recruitment marketing strategist, Bonny Blackmon writes about such topics as human capital management, company culture, talent acquisition and career advice. Her brand-awareness efforts at Paycom have included launching Paycom Careers’ blog and social media channels, and producing several recruiting videos, all to help attract top talent nationwide. Outside of work, Bonny enjoys reading, fishing and spending time with family.

What Substance Abuse in the Workplace Costs Employers

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Of the estimated 14.8 million Americans who use illegal drugs, 70% of them are employed, according to the U.S. Department of Labor. Therefore, odds are your company employs workers who fall into this group. The use of drugs or alcohol by employees inside or outside the office can be costly for a business, leading to:

  • increased turnover rate
  • workplace incidents
  • poor workplace morale

From a financial perspective, the National Institute on Drug Abuse found substance abusers cost employers twice as much in workers’ compensation and medical expenses. Additionally, substance abusers are five times more likely to file workers’ compensation claims.

Furthermore, employees with alcohol dependencies are nearly three times more likely to have injury-related absences, according to the National Council on Alcoholism and Drug Dependence. In 2015, that council reported that federal surveys indicate 24% of workers reported drinking on the job at least once in the past year.

Recognizing the signs

Knowing how to handle substance abuse in the workplace starts with recognizing the existence of a problem. Whether it is abuse of alcohol, prescription drugs or illegal substances, a number of visible signs can indicate an employee needs help:

  • change in appearance
  • frequent tardiness
  • decline in job performance
  • slurred speech and drowsiness
  • mood swings and irritability
  • scent of alcohol

None of these signs alone indicates a substance abuse issue, but intervening early with employees displaying a combination of these signs may be valuable to your business. Implementing a companywide policy, training managers to recognize signs of substance abuse, and setting expectations with employees through training can help safeguard your business and your workforce.

 Disclaimer: This blog includes general information about legal issues and developments in the law. Such materials are for informational purposes only and may not reflect the most current legal developments. These informational materials are not intended, and must not be taken, as legal advice on any particular set of facts or circumstances. You need to contact a lawyer licensed in your jurisdiction for advice on specific legal problems.

 

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Posted in Blog, Compliance, Featured

Jason Hines

by Jason Hines


Author Bio:

Jason Hines is a Paycom compliance attorney. With more than five years’ experience in the legal field, he monitors developments in human resource laws, rules and regulations to ensure any changes are promptly updated in Paycom’s system for our clients. Previously, he was an attorney at the Oklahoma City law firm Elias, Books, Brown & Nelson. Hines earned a bachelor’s degree from the University of Central Oklahoma and his juris doctor degree from the Oklahoma City University School of Law, where he graduated cum laude. A fan of the Oklahoma City Thunder, Hines also enjoys exploring the great outdoors with his wife and daughter.

Podcasts

5 Podcasts That Every HR Professional Should Download

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Podcasts provide the opportunity to sit like a fly on the wall and listen to some of the most brilliant minds in the world converse about today’s biggest trends and challenges.

According to a study by Triton Digital, nearly one quarter of Americans listen to a podcast at least once a month. Education is a popular subject, with 40% of podcast listeners tuning in to that type. If you’re an HR professional or business leader looking to broaden your knowledge of HR and HR technology this year, I highly recommend filling your ears and brains with these five podcasts throughout ’18.

1. HBR IdeaCast

From Harvard Business Review, the weekly HBR IdeaCast features leading thinkers in business and management discussing a variety of key topics in the work world.

It is an excellent resource for insights on a wide array of subjects including, but not limited to, HR. The discussions apply directly to organizations nationwide. The podcast reminds me of NPR’s Fresh Air, but with an emphasis on business leaders.

Recommended episodes:

2. HR Happy Hour

Since 2009, HR Happy Hour has featured thought leaders, workplace and technology experts, academics and more to take on important aspects impacting HR, technology and the workplace.

The podcast is so long-running that it has episodes dedicated to just about every HR topic under the sun. The charming hosts Steve Boese and Trish McFarlane make trending topics fun and informative.

Recommended episodes:

3. CIPD

From the UK’s Chartered Institute of Personnel and Development, the monthly CIPD podcast covers everything from talent acquisition to workplace training and cybersecurity.

CIPD’s international perspective brings fresh eyes to subjects that resonate with many American HR professionals. With a backlog of more than seven years’ worth of episodes available, it’s easy to recommend.

Recommended episodes:

4. Workology Podcast

Covering the science and art of the workplace, Jessica Miller-Merrell’s Workology Podcast offers insights and actionable tips on HR and recruiting. Each 45-minute episode promises an in-depth look at every company’s most valuable asset: the employee.

In asking sharp, pointed questions about the latest HR trends, Miller-Merrell does an excellent job as host, bringing a unique and often unexpected take on familiar subject matter.

Recommended episodes:

5. HR Break Room

The official podcast of Paycom, HR Break Room brings you quick conversations on hot topics in HR and HR technology. Co-host Chelsea Justice and I talk with guest experts about the challenges faced by the everyday workplace, as well as their solutions.

To be a bit self-indulgent, I love doing this podcast because it gives me the opportunity to talk with some of the most brilliant minds in the industry. In our first year, our esteemed guests have included New York Times best-selling author Cy Wakeman, millennial expert Adam Smiley Poswolsky, HR Bartender’s Sharlyn Lauby, futurist Jacob Morgan, author and Harvard professor Mihir Desai and of course, motivational speaker and leadership expert, Mark Sanborn.

Recommended episodes:

You can learn more about goings-on within the HR sphere by subscribing to HR Break Room podcast. Here’s to a year full of professional growth through podcasts!

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Posted in Blog, Featured, HR Management, Leadership

caleb.masters

by Caleb Masters


Author Bio:

Caleb is the host of The HR Break Room and a Webinar and Podcast Producer at Paycom. With more than 5 years of experience as a published online writer and content producer, Caleb has produced dozens of podcasts and videos for multiple industries both local and online. Caleb continues to assist organizations creatively communicate their ideas and messages through researched talks, blog posts and new media. Outside of work, Caleb enjoys running, discussing movies and trying new local restaurants.

Deadline Extended

Employer Deadline Extended for Furnishing 2017 ACA Forms

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Distribution of 2017 Affordable Care Act (ACA) Forms 1095-B or -C to your employees has been extended.

As issued in Notice 2018-06, the IRS has extended the deadline from Jan. 31 to March 2. (However, the deadline to provide Forms W-2 and 1099 to employees and contract workers remains as Jan. 31.)

Filing deadlines unchanged

While the deadline to furnish forms was extended, the filing deadlines remain the same: Feb. 28 for paper forms, and April 2 for electronic forms.

IRS Notice 2018-06 emphasizes that employers who do not comply with the due dates for furnishing or filing are subject to penalties under sections 6722 or 6721.

Good-faith transition relief extended

The IRS also announced the extension of good-faith transition relief. This may allow an employer to avoid some penalties if it can show that it made good-faith efforts to comply with the information reporting requirements for 2017.

This relief applies only to incorrect and incomplete information reported on the ACA forms, and not to a failure to file or furnish the forms in a timely manner. Additionally, the IRS stated it does not anticipate extending either the good-faith transition relief or the furnishing deadline in future years.

Contact a trusted tax professional if you have questions on how this may affect your business specifically.

Click here to read more about how the ACA is affect by the new Tax Cuts and Jobs Act.

Disclaimer: This blog includes general information about legal issues and developments in the law. Such materials are for informational purposes only and may not reflect the most current legal developments. These informational materials are not intended, and must not be taken, as legal advice on any particular set of facts or circumstances. You need to contact a lawyer licensed in your jurisdiction for advice on specific legal problems.

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Posted in ACA, Blog, Compliance, Featured

Erin Maxwell

by Erin Maxwell


Author Bio:

As a compliance attorney for Paycom, Erin Maxwell monitors legal and regulatory changes at the state and federal level, focusing on health and employee benefits laws, to ensure the Paycom system is updated accordingly. She previously served as assistant general counsel at Asset Servicing Group in Oklahoma City. She holds a bachelor’s degree from the University of Central Oklahoma and a J.D. from the University of Oklahoma. Outside of work, Maxwell enjoys politics, historical mysteries and spending time with her family.

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