Does payroll take you a long time even though you have a time clock?

I’m here today at our time clock manufacturer with another hot topic.  As you can see there are many different types and models of time clocks on the market place today and in my conversations with business owners and HR professionals.  I’m often asked, how come it takes us so long to prepare payroll even though we have a timeclock? 

Shouldn’t the time system automatically create the payroll input for us every single pay cycle?  The answer is yes it should.  The time system should auto-populate the payroll system and eliminate the entire manual process.  It reminds me of the children’s song Them Bones. 

You know my toe bones connected to my foot bone.  My foot bones connected to my ankle bone.  My ankle bone is connected to my leg bone and that’s exactly how things should work with your timekeeping payroll and HR systems.  Everything should be all in one.  Beginning with the new decade, 2020, especially for small business owners, my recommendation is that you utilize this all in one technology because it’s simple, more efficient, and cost-effective.

3 Benefits of Cloud-Based Workforce Management

workforce management software Islandia

It’s easy to see why companies have been steadily moving from premise-based systems to cloud-based, or SaaS (software as a service) solutions. Today’s message highlights 3 valuable benefits of cloud-based WFM systems.

1. Saves Money

Low-cost setup.
Eliminates the expense of IT maintenance.
Avoid rates for software updates.
Easily grows with your business.

2. Anywhere/Anytime Access

All you need is a web browser.
Centralized records and management.
Customize features and access per user.
Mobile access increases productivity.
Number one solution for businesses with multiple sites and mobile staff members.

3. Quick Implementation

Infrastructure already in place.
With login credentials, you are ready to go.
Integrates with your payroll system.

To learn how cloud-based Baron Workforce Management Suite benefits your specific business and industry, call 631-266-2500 today.

Contact baronHCM for information regarding WorkforceHUB™UPGRADE TODAY

baronHCM offers WorkforceHUB, the unified Human Resources portal that makes it easy to optimize the performance of your managers, employees, and business.

WorkforceHUB includes Baron Time, Baron Scheduling, Baron Mobile, and ApplicantStack. We’ve just added recruitment, onboarding, benefits enrollment, performance reviews, and employee engagement! WorkforceHUB is designed for busy employers like you who need to reduce cost-per-hire, streamline scheduling, automate time tracking, maintain regulatory compliance, and lower labor costs.

How much can you save? Check our baronHCM ROI Calculator.

We can get you up and running with Baron Workforce Management Suite in minutes. Contact us today to set up a demo.

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Best Practices for New York Employers

up close of paystub including deductions and taxes

Attention business owners and HR professionals, it’s Larry Kagan from Baron payroll.  I am here today with another hot topic for New York Employers.  New York State has some of the most rigorous timekeeping requirements in the country. 

Hopefully, you have never received a letter like this, but many New York employers have.  This is a letter from the New York State Department of Labor requesting time cards and payroll records for a terminated employee from five years ago.  The employer has less than 10 days from the date of the letter to reply to this request and if they don’t, the letter says, “we will accept any statements made by the worker as accurate and bill you for any additional wages and liquidated damages.”  Liquidated damages is code for twice the amount.  Oh, by the way, you’re personally liable for these moneys. 

So, let me show you how Baron Payroll quickly and easily helps our clients reply to a request like this.  This is a pay statement that our client receives for all their employees.  I masked out some of the confidential information on this one.  As you can see, printed right on the pay statement is the timesheet.  It shows the exact date they worked in the pay period, the time in, the time out, and the exact hours they worked each day.  These hours are the exact amount that they are paid.  As you can see this employee got 40 hours of regular, 5.06 of overtime, a grand total of 45.06. 

The hours paid tie-out directly to the time card.  Right to the 100th of an hour.  This is the best way for companies to document time cards and payroll all in one place and everything ties out perfectly.  I urge you to take a minute and look at your pay statement or your paycheck stub and make sure your timesheet is printing on the pay stub and if it’s not, call your payroll company immediately and request that they start printing the timesheet right on the pay stub.

Biometric Time Clock

I’m here today on-site at one of our manufacturing companies.  We just installed one of the new face-time clocks that take a three-dimensional image, they have two cameras built-in. 

They take a three-dimensional unique identifying image for each employee.  They work quickly and one of the biggest benefits is they don’t even have to tough the clock.  They just walk up to the click, is sees their face, it clocks them in and clocks them out and they work quickly, which you can see how fast they work in the video link below. 

We have hundreds of these time clocks out in the field right now and they are the best way for business owners to comply with the New York State timekeeping regulations, the daily timekeeping requirement, and the meal break rules and the best thing about them, they cost under $500 and business owners tell me they pay for themselves in less than two months!

5 Reasons Your Non-Profit Needs a Workforce Management Solution

employee time and attendance software for non-profits Islandia

Non-profit organizations are continually searching for ways to limit overhead and use employees and volunteers more effectively.

Baron Workforce Management Suite is an affordable Workforce Management system presented for the unique needs of 501(c) organizations such as churches, charitable organizations, labor groups, and credit unions. Baron Time, Baron Scheduling, and Baron Workforce Management Clock make up Baron Workforce Management Suite.

How can your non-profit benefit from Baron Workforce Management Suite?

1. Reduce Labor Expenses

Track employee time to the minute so you don’t pay for inaccurate time cards or willful time theft. Built-in notifications help minimize expensive overtime for non-exempt employees. Our innovative system reduces admin time as punches are recorded automatically, online time cards are created, and the data can be entered directly into your payroll system.

2. Smoother Scheduling

With Baron Scheduling, our powerful, easy-to-use scheduling system, you can set up a standard schedule with one of the built-in templates and then quickly drag and drop to customize.

3. Smart Compliance Tools

Easily specify employee classifications, overtime alerts, and job codes. Create accurate, comprehensive records that will protect you in the case of a labor dispute.

4. Increased Employee Satisfaction

Baron Scheduling has a virtual trade board which permits staff members and volunteers to request a schedule change and pick up shifts without having to contact a manager. When staff members are trusted to handle their own schedule changes and approve their online time cards, they have higher job satisfaction and feel a stronger ownership in the organization.

5. Improved Human Resource Management

With Baron Workforce Management Suite, you have all of your Workforce Management data centralized and easily accessible. This allows your team to analyze the information and develop strategies for improved productivity.

Baron Workforce Management Suite Is The Affordable Solution

Baron Workforce Management Suite from baronHCM can simplify employee timekeeping and scheduling for your organization. And it probably costs a lot less than you think. Call 631-266-2500 for more details about our WFM tools for non-profits.

Contact baronHCM for information regarding WorkforceHUB™UPGRADE TODAY

baronHCM offers WorkforceHUB, the unified Human Resources portal that makes it easy to optimize the performance of your managers, employees, and company.

WorkforceHUB includes Baron Time, Baron Scheduling, Baron Mobile, and ApplicantStack. We’ve just added recruitment, onboarding, benefits enrollment, performance reviews, and employee engagement! WorkforceHUB is designed for busy employers like you who need to reduce cost-per-hire, streamline scheduling, automate time tracking, maintain regulatory compliance, and reduce labor costs.

How much can you save? Check our baronHCM ROI Calculator.

We can get you up and running with Baron Workforce Management Suite in minutes. Contact us today to set up a demo.

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3 Payroll Errors That Can Sink Your Company

reduce payroll errors Islandia

You’ve Got To Get Payroll Right

If you are a business owner, you are probably busy 24/7 and can’t always give each needed task your full attention. If you get to the point where you have to put something on the back burner, make sure it’s not payroll. Baron Workforce Management Suite has convenient, powerful tools to help you avoid these common payroll mistakes.

1. Inaccurate Time Cards
Manual timekeeping systems that necessitate team members to log hours on a paper timesheet are vulnerable to errors that are both deliberate and unintended. Employees often record their authorized shift start time even when arriving late and do the opposite when leaving early. Even your most trustworthy worker can have trouble accurately recalling hours when filling out a time card several days afterward. Inaccurate timecards increase costs of labor unnecessarily and burden your HR staff (which may just be you).

Baron Workforce Management Clock tracks employee time to the minute to make sure that you only pay team members for the time they are working. Baron Workforce Management Suite maintains accurate audit-ready time and attendance reports that can guard you in case of a DOL dispute.

2. Misclassifying Employees
Employee classification influences benefits eligibility, minimum wage provisions, overtime pay eligibility, and workers’ comp eligibility. Employers who misclassify are in danger of state and federal penalties and should consult the comprehensive DOL guidance on the issue.

Baron Workforce Management Suite allows you to customize the job codes for your organization to help you stay in compliance and develop efficient scheduling strategies to keep your labor costs as low as possible.

3. Failing to Pay Payroll Taxes
Small business owners may incorrectly think that failing to pay payroll taxes is akin to not paying personal income taxes. If you get in a cash pinch, DO NOT delay paying your payroll taxes as a stopgap measure.

Meeting all of your employer tax obligations is problematic without reliable time and attendance data for each pay period. Baron Workforce Management Suite automatically collects, calculates, verifies, and submits the critical information to your payroll provider.

baronHCM serves many companies like yours and can help you avoid these dangerous pitfalls with the experience and proficiency you can count on. Call us today at 631-266-2500.

Contact baronHCM for information regarding WorkforceHUB™UPGRADE TODAY

baronHCM offers WorkforceHUB, the unified Human Resources portal that makes it easy to optimize the performance of your supervisors, employees, and company.

WorkforceHUB includes Baron Time, Baron Scheduling, Baron Mobile, and ApplicantStack. We’ve just added recruitment, onboarding, benefits enrollment, performance reviews, and employee engagement! WorkforceHUB is developed for busy employers like you who need to reduce cost-per-hire, streamline scheduling, automate time tracking, maintain regulatory compliance, and decrease labor costs.

How much can you save? Check our baronHCM ROI Calculator.

We can get you up and running with Baron Workforce Management Suite in minutes. Contact us today to set up a demo.

ArticleID 7373

LS-54

When I speak with business owners and HR professionals, one of the biggest challenges I hear is making sure “I have all of my new hire paperwork in order.”

One of the forms that I find the business owners fail to have done is the LS-54.  This form is the notice of pay rate and payday and is required by New York State. 

This form is needed every time you hire a new employee or an employee has an increase in pay rate.  This form is very easy to fill out, you need our employee’s rate of pay.  You need to know if they are weekly, monthly, or bi-weekly payroll when their payday is.  Whether it’s Wednesday, Thursday, or Friday and what their overtime rate is.  Then they sign it and you sign it and it’s done. 

What is your risk involved in not having one of these forms? 

There is a penalty of $5,000 plus double liquidated damages, which is another $5,000 to equal $10,000 in possible damages.  The risk is very high in not having the LS-54 filled out with each employee, by the way, there are different LS-54 forms for your hourly employees and there is also on for your salary employees. 

The good news is if you’re working with a payroll company they should be doing this for you already.  If they’re not what you could do is go to the New York state department of labor website and look up the LS-54 form notification of pay rate and payday.

New York State Sexual Harassment Training Deadline

Attention business owners the October 9th deadline for New York State requirement of sexual harassment training is approaching quickly. 

For those business owners who are not looking to do this on their own.  We have a great tool that can assist you.  Your employees would log on to the system, they would watch a video, whether in English or Spanish. 

They would answer some questions, complete the course and then you would be compliant with New York sexual harassment training.

Is Our Company Required To Offer Paid Time-Off?

Let’s talk about time-off.  I’m often asked are there any regulations requiring our company to pay employees for time off?  In the old days, the answer was NO.  Today, the answer is MAYBE. 

In states, like New York, there are laws that require some employers to pay for sick time.  Other business, just choose to provide paid time off as another employee benefit.  You may be wondering how many different time-of categories should our company have? Many companies have moved away from having separate time-off buckets for vacation, sick, and personal days. 

It’s easier for companies to combine all these buckets into one called Paid Time Off or PTO.  You may be thinking isn’t if best for our company just to give employees 2 weeks paid time off, all UPFRONT, every year?

  Not necessarily.  That’s old fashioned and was popular when businesses kept tracking of time off with a spreadsheet. Businesses would lose money if an employee took two weeks PTO in January and then suddenly quit in February? 

There is a better way.  Have your employees accrue a little bit of time and earn PTO every single pay period. Your payroll company should easily be able to do these two things for you: First, accrue PTO every pay period for all your employees, and two, accrue PTO based on each employee’s hire date. 

This way the system will automatically increase PTO accruals based on length of service, so employees with more tenure will automatically earn more PTO time.

Data Mine Your HR Records: A Scientific Approach to Increasing Productivity

data mine HR records Islandia

Today’s message is for business owners who have limited experience with data analysis, use manual timekeeping and scheduling processes, and want to use a scientific approach to better manage their workforce.

Workforce Management 101

Capturing Workforce Management (WFM) data is the first step to creating a Human Capital Optimization strategy. In order to gather and manage the data, you need efficient tools. Affordable Baron Workforce Management Suite provides such tools and is perfect for the WFM beginner. Baron Workforce Management Suite is as easy to use as your favorite phone app and automates time-consuming HR processes while gathering the data that is important for improving productivity and, by extension, profitability.

You Can’t Improve What You Don’t Understand

Let’s look at a few ways Baron Workforce Management Suite captures strategic data. Baron Time is the cloud-based employee timekeeping system in the suite. It can be used in combination with Baron Workforce Management Clock to capture punch-ins, or team members can simply punch in/out in the employee dashboard from any internet-enabled device. Baron Scheduling paired with Baron Time has key benefits for employee timekeeping, schedule creation, employee shift trading, and general inter-departmental communication. But for the purposes of this message, let’s look at the types of data Baron Workforce Management Suite automatically captures.

Ease and Accuracy

Baron Time tracks time to the minute. Why is this important? By simply automating punch in/out, you can find out exactly who habitually punches in early or punches out late. Do you know exactly how much overtime your staff members log? With paper timesheets, you have to look through all the time cards, find the ones with overtime listed, and add it up. Baron Time tracks overtime automatically and you can monitor it by simply looking in your manager portal.

Scheduling: Are the individuals with the necessary skills and/or certifications scheduled at the right time? How are production levels impacted by scheduling changes? Does labor force morale vary from shift to shift?
Absences, tardies, breaks, and time theft: Who punches in early? Who forgets to punch out during breaks? Who constantly punches out late every day, adding many unauthorized minutes a week to their time card?
Coverage gaps: What shifts are understaffed? How does this affect production, customer service, and workflow? Are your managers wasting time trying to find workers to cover shifts at the last minute?
Overstaffing: What shifts are costing you more in labor than is required? Are staff members wasting time due to overstaffing?
Overtime: How much are you spending in overtime every month? Could this be minimized with smarter scheduling or automatic notices?
Mobile staff: Are your offsite and mobile team members where they should be?
Schedule flexibility: Can your employees easily trade shifts? Would you have increased employee retention if schedule preferences were better accommodated?
Admin time: How many hours a week do your supervisors spend researching and adjusting time card errors, tracking accruals, doing compliance reporting, submitting payroll, responding to employee requests for HR information, and dealing with other employee issues?

To recap the process:

1. Capture data about human resource management.
2. Analyze the data to see opportunities for improvement.
3. Make changes.
4. Determine whether the changes were effective and adjust where necessary.
5. Continually monitor the results, especially when there have been significant changes in workflow, staff, labor law regulations, or business objectives.

Of course, each one of these steps can be broken down considerably. For example, here are some sub-steps to number 3 above:

  • Eliminate redundancy through automation.
  • Decrease time devoted to non-billable processes.
  • Improve document management.
  • Let employees take over time cards, accrual monitoring, and shift trading.

Baron Workforce Management Suite Takes the Mystery Out of HR Data Mining

We would love to discuss more about how Baron Workforce Management Suite can help you leverage crucial HR data to increase efficiency and profitability at your business. Call 631-266-2500 today to set up a demo.

Contact baronHCM for information regarding WorkforceHUB™UPGRADE TODAY

baronHCM offers WorkforceHUB, the unified Human Resources portal that makes it easy to optimize the performance of your supervisors, employees, and company.

WorkforceHUB includes Baron Time, Baron Scheduling, Baron Mobile, and ApplicantStack. We’ve just added recruitment, onboarding, benefits enrollment, performance reviews, and employee engagement! WorkforceHUB is developed for busy employers like you who need to reduce cost-per-hire, streamline scheduling, automate time tracking, maintain regulatory compliance, and lessen labor costs.

How much can you save? Check our baronHCM ROI Calculator.

We can get you up and running with Baron Workforce Management Suite in minutes. Contact us today to schedule a demo.

ArticleID 7529