iSolved Solution Checklist
If you are looking for the right workforce management solution
for your business, you may be on information overload.
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.
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.Use our solution checklist in your search
to find the leading-edge workforce management solution that's right
for you.
Show the iSolved Checklist
Workforce Management delivered from one provider
Requirements
___HR, payroll and talent management in a single solution with
a single point of entry for global possibilities
___Common business rules across multiple Workforce Management
areas
___Security across multiple Workforce Managment areas
___Workflow between areas such as HR, payroll, benefits and
more
___User interface for multiple Workforce Management
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
Requirements
___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
Requirements
___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
Requirements
___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
Requirements
___Dedicated customer service representative
___Support representative with certified payroll or HR
professional designations
___Vendor has earned Service Capability & Performance
certification
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.
Show the Compliance
Checklist
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 professional advice
___Documentation of program
monitoring, by a qualified independent third party
To ensure compliance with an IRS audit, all FOUR check
marks are necessary
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 Flexible Benefits Administration (FBA) 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.
Show the FBA Checklist
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.
Show the Payroll
Checklist
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)?
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