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Checklists

Compliance Checklist
Does your company meet the stringent IRS and DOL COBRA requirements? Just one inadvertent COBRA error can result in penalties and lawsuits. Use our checklist to see where your company stands.

■ COBRA Compliance Guidelines under TAMRA (Technical and Miscellaneous Revenue Act)

___Proof of COBRA training

___Written COBRA procedures (manual with instructions)

___Documentation of program design (when first subject to COBRA) and program updates (through present) based on competent professionaladvice

___Documentation of program monitoring, by a qualified independentthirdparty

To ensure compliance with an IRS audit, all FOUR check marksarenecessary

■ COBRA Notices (required unless otherwise specified)

___General Notice (required when employer is first subject to COBRA or participant is first enrolled in plan)

___Qualifying Event Election Notice

___Notice of Unavailability

___Extension Notice (recommended to confirm new period of coverage and communicate late charges)

___Conversion Notice (if applicable)

___Premium Billing Notice (recommended as grace period reminder and regular communication method)

___Notice of Early Termination of Coverage

___Notice of Insignificant Premium Underpayment

___Notice of Plan Changes (e.g., open enrollment and rate changes)

___Expiration Notice (recommended to confirm end of COBRA coverage)

TEN check marks indicate a complete COBRA program

■ Written Procedures

___Premium billing (recommended)

___Insignificant premium underpayments

___Complete and accurate disclosure to health care providers

___Coverage cancellation (voluntary and involuntary)

___Confirmation of correct election (recommended)

___Reasonable notice procedures for Qualified Beneficiary

SIX check marks indicate proper compliance

■ Documentation Systems

___Documentation of each notice sent (including proof of mailing)

___Documentation of COBRA dates (29 dates possible per Qualified Beneficiary)

___Documentation of notice language updates

___Documentation of procedural updates

___Documentation of events reported to employer/plan administrator for divorce/dependent events

___Documentation of payments received (including how to handle HCTC payments in light of 2011 changes to the law)

SIX check marks may be necessary to PROVE compliance if challenged

If you've completed the COBRA Compliance Review and you scored less than 100%, Infinisource can help!

Your Payroll Checklist

Your Flexible Benefits Administration Checklist

Do you send the right forms at the right time? Are you compliant with all the IRS and DOL requirements?
Our checklist may help you determine if you are making costly errors.

■ Documentation & Recordkeeping

___ Plan Documents, showing how each ERISA plan will operate and for the Cafeteria Plan itself

___ Summary Plan Descriptions (SPDs) and Summaries of Material Modifications (SMMs) for each ERISA plan

___ Special wording for limited-purpose and/or post-deductible FSA/HRA designs

___ Maintenance of all records necessary to maintain tax-exempt status of plan(s)

___ Adult child eligibility provisions

___ Provisions for grace periods (if applicable)

___ Special rules for electronic payment cards (if applicable)

■ Policies and Processes

___ Process for substantiating all expenses to ensure they are eligible for reimbursement

___ Valid nondiscrimination testing procedures and corrective processes

___ Process for permitted and prohibited midyear election changes

___ HIPAA-compliant transmission and storage of all protected health information

___ Adherence to the Uniform Coverage Rule and Use-or-Lose Rule

___ Pay-and-chase procedures (for electronic payment cards)

■ Notices and Forms

___ Reimbursement Claim form

___ Election form(s)

___ Information for Form 5500 processing

___ Proper reporting of information on Form W-2

■ Other Rules

___ Compliance with new rules under the health care reform law, the Affordable Care Act

(e.g., over-the-counter drug prohibition)

___ Compliance with complex rules for §132 Transportation Plans

___ Ordering rules between a Health FSA and HRA

___ COBRA and HIPAA-related notices (if applicable)

___ Required Medicare Secondary Payer (MSP) reporting for HRAs

If you've completed the Flexible Benefits Compliance Review and you scored less than 100%, Infinisource can help!

Your Payroll Checklist

Do you have employees or contract help? Do you pay overtime properly? Payroll just isn't simple anymore. Use our checklist to see where you may be making costly payroll errors.

Record Keeping

■Do your payroll records include:

___ Vital employee information?

___ Copies of work permits for minors?

___ Job descriptions for every employee?

___ Total compensation and date paid per period?

___ Tips and noncash payments to employees?

___ Wage continuation payments to absent employees?

___ Amounts and dates of tax deposits?

___ Copies of filed Forms 941, 940, W-3, Form W-2s (copy A) and any returned W-2s?

___ Amounts and dates of state unemployment tax paid?

___ W-4 form for each employee?

___ Employee tip reports?

___ Fringe benefits provided?

___ Regular rate of pay for overtime weeks?

___ Hours worked each workday and workweek?

___ Straight-time earnings and overtime earnings?

___ Additions or deductions from wages, including dates, amounts and nature of items?

White Collar Exemptions

■Do you deduct any wages from exempt employees for:

___ Unpaid absences of less than a full day?

___ Lack of work available?

___ Jury duty absence of less than a week?

___ Damage to company property?

___ Failure to return company property?

___ Failure to meet goals?

___ Time and attendance infractions?

___ Failure to meet performance expectations?

Nonexempts and Overtime

■When calculating overtime, do you include:

___ Commissions?

___ Shift differentials?

___ Signing bonuses?

___ Nondiscretionary bonuses and attendance bonuses?

___ Incentive pay?

___ Sales awards?

___ Production incentives?

___ Efficiency awards?

___ On-call and hazardous duty pay?

___ Gift certificates or gift cards given for achieving goals?

___ Per diem expense reimbursements for normal everyday expenses (gas money)?

HCM Solution checklist

If you are looking for the right human capital management (HCM) solution for your business, you may be on information overload. You must take many factors into consideration to evaluate vendors and solutions to find the right fit for you. In fact, the research to make an informed decision may be more difficult than the decision itself.

A solution for comprehensive HR, payroll and talent management is one investment that has tremendous impact on your entire business - a solution that should provide the functionality you really need and want.

Use our solution checklist in your search to find the leading-edge HCM solution that's right for you.

HCM delivered from one provider

Requirement

HR, payroll and talent management in a single solution with a single point of entry for global possibilities

___Common business rules across multiple HCM areas

___Security across multiple HCM areas

___Workflow between areas such as HR, payroll, benefits and more

___User interface for multiple HCM areas

SaaS: Worldwide secure access at anytime

Requirements

___Software as a Service (SaaS) solution provides easier use and reliability

___Access your data from anywhere at anytime

___Vendor maintains, manages, upgrades and provides recovery

___Vendor participates in audits and certifications on it SaaS solution such as ISO/IEC 27001:2003 Certification, SAS 70 Type II audits and Safe Harbor Compliance

Self-service:

Requirement

___24/7 role based web access

Analytics/IT: Rapid and accurate business intelligence reporting

Requirement

___Business intelligence tools delivered fully integrated with a unified HCM solution

___Ability to access data and leverage BI across the entire HCM platform

___Built in workforce analytics (turnover, overtime, benefits)

___Create your own custom reports

___Analysis tools (graphs, charts, etc.)

___Event notification tools (review alerts, excess overtime, etc.)

___Role based tools

Payroll processing: convenience, speed and control

Requirement

___Process payroll with an Internet connection, anywhere, anytime

___Payroll syncs with time and attendance

___Void payments/make payroll adjustments instantly

___Print off-cycle checks instantly

___Federal, state and local tax updates applied automatically

Activation: on time and on budget

Requirement

___Activation managed by provider

___Standard activation averages six months or less

___Standard solution training at no additional fee

___Fixed activation fee

Customer support: expert, single point of contact service 24/7

Requirement

___Dedicated customer service representative

___Support representative with certified payroll or HR professional designations

___Vendor has earned Service Capability & Performance certification

Events Overview

Infinisource Seminars and Webinars have provided human resource and benefits professionals with superior learning experiences for over 25 years. Over 225,000 employers, TPAs and brokers have attended Infinisource events to increase their knowledge about compliance management.

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Infinisource is the leading provider of fully-integrated, SaaS-based, cloud-resident Human Capital Management (HCM) solutions for small to medium-sized employers that are looking for a better way to manage and optimize a workforce. Infinisource’s HCM solution, Infinisolved, offers everything an employer needs (Payroll, HR, Benefits Administration, Time Management, Talent Management and Compliance), accessible from one login, anywhere and anytime.

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