Not PBJ Compliant Yet? Relax. We’ve Got Your Back.

PBJ reporting system New York

Attention owners and operators of long-term healthcare facilities. Operating a healthcare business is challenging enough without stressing about new and ever-changing government standards. In today’s post we will review an ACA quality-of-care regulation called Payroll Based Journal (PBJ).

Payroll Based Journal became effective for the quarter beginning July 1, 2016 with the first submission to the PBJ system due no later than 45-days after the quarter ended November 14, 2016.

What is Payroll Based Journal?
Payroll Based Journal is mandated staffing and census data from long-term health facilities that the Centers for Medicaid & Medicare Services (CMS) began collecting. CMS created a free system for long-term healthcare facilities to send the reports to. The system is called the Quality Improvement and Evaluation System (QIES). CMS requires the following information in the reports:

  • A unique employee ID for each direct staff care provider (no SSN’s allowed).
  • A complete, accurate record for each facility that identifies their direct care staff (includes agency, contractors, and certified medical personnel as defined by CMS).
  • Residence census specifics (Medicare, Medicaid, other).
  • Direct care staff turnover and tenure (start and term dates).
  • Total hours of care provided by each category of staff per resident per day including start and end date and the hours worked per individual.

Whew! That’s a lot of specifics! But don’t panic. baronHCM has a solution for you to meet the PBJ reporting mandate. Our Baron Workforce Management Suite will help you track and manage your employees so that the process is smooth and effortless. With our automated, innovative tools you’ll be able to avoid PBJ penalties and reporting delays.

Baron Workforce Management Suite from baronHCM includes TimeWorksPlus and TimeSimplicity – the dynamic PBJ duo that automates data collection, PBJ report creation, and data submission.

TimeWorksPlus is an automated timekeeping system that not only tracks employee hours to the minute but also job codes. It has a built-in audit trail that allows you to meet the demands of an audit.

TimeSimplicity is a powerful scheduling system that tracks shift coverage and proactively identifies gaps in necessary staffing as mandated for providing quality of care. Communication is crucial, and with TimeSimplicity’s text and email collaboration and its Trade Board features, it empowers employees and supervisors with clear lines of communication to resolve staffing issues within a few minutes.

The TimeWorksPlus mobile app is called TimeWorks Mobile. It enables staff members to punch in or out via their mobile device, which means your tracking of hours continues without a hitch when employees are working off-site.

Contact baronHCM for information regarding Baron Workforce Management SuiteUPGRADE TODAY

baronHCM offers Baron Workforce Management Suite, the powerful, fully-integrated Workforce Management Suite that makes it easy to optimize the performance of your supervisors, employees, and company.

Baron Workforce Management Suite includes Baron Time, Baron Scheduling, and Baron Mobile. Baron Workforce Management Suite is designed for busy employers like you who need to streamline scheduling, automate time and attendance 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 book a demo.

Reduce Overtime Monitoring to Just Minutes a Week

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Today’s message is for business owners or managers with hourly employees whose shifts vary according to staffing needs. You are probably well aware that mismanagement of overtime can increase labor costs in addition to having significant compliance implications.

If overtime monitoring has become an overwhelming task that consumes several hours of your work week, we can free them up for you. Baron Workforce Management Suite with customizable overtime alerts can decrease overtime management to just a few minutes a week.

You simply set how many hours each employee is authorized to work and if the employee starts approaching the designated hours, the system will automatically notify you.

At that point, you can decide how to deal with the situation according to the current production needs, cost of labor allocations, and FLSA compliance ramifications. Overtime management is just one of the effective, convenient tools in our comprehensive cloud-based Workforce Management system. Call 631-266-2500 today to see what else Baron Workforce Management Suite can do for your business.

Contact baronHCM for information regarding Baron Workforce Management SuiteUPGRADE TODAY

baronHCM offers Baron Workforce Management Suite, the powerful, fully-integrated Workforce Management Suite that makes it easy to optimize the performance of your supervisors, employees, and organization.

Baron Workforce Management Suite includes Baron Time, Baron Scheduling, and Baron Mobile. Baron Workforce Management Suite is developed for busy employers like you who need to streamline scheduling, automate time and attendance 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.

Which FLSA Law Did You Break Today?

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Many business owners who have been penalized for labor law violations never realized they were noncompliant. But we all know that ignorance is no excuse. Here are common FLSA violations to avoid:

1. Misclassifying Employees

Any employer who fails to follow DOL rules regarding classification is risking significant penalties. Employee classification affects a host of things including benefits eligibility, minimum wage standards, overtime pay eligibility, and workers’ comp eligibility. Business owners who misclassify are in jeopardy of state and federal penalties and should consult the comprehensive DOL classification rules.

2. Docking Pay From An Exempt Employee

An employee who is exempt from the overtime provision has other rights under the FLSA. One of these is being paid for an entire day even when working less. Business owners who dock pay when a non-exempt employee leaves during the day are committing a punishable violation. Note that an employer can generally take other disciplinary actions.

3. Miscalculating Overtime Pay

Most workers should be paid time-and-a-half for time worked over 40 hours in a week, but business owners continue to violate this law, even though it has been around for decades.

4. Minimum Wage Violations

Two Walt Disney companies were required to pay 3.8 million to workers for wage hour violations that included allowing hourly rates to fall below minimum wage due to paycheck deductions for uniforms.

5. Off-The-Clock Non-Paid Work

Employers must pay their workers for all work performed. This means they cannot ask staff members to perform work off the clock. This was another offense in the Disney case mentioned previously.

At baronHCM we understand how time-consuming it can be to ensure compliance with FLSA provisions, not to mention other laws that affect the workplace such as ACA and PBJ. Employers are also subject to local and state laws regulating minimum wage, overtime, family leave, predictive scheduling, and extra hours for part-time employees.

Employers need a powerful, yet easy-to-use Workforce Management system that includes smartly-designed compliance features. Baron Workforce Management Suite has dedicated compliance tools that help you comply with DOL regulations without having to hire more HR staff. Avoid penalties, store records for verification, and reduce your risk of a wage dispute.

Contact baronHCM for information regarding Baron Workforce Management SuiteUPGRADE TODAY

baronHCM offers Baron Workforce Management Suite, the powerful, fully-integrated Workforce Management Suite that makes it easy to optimize the performance of your managers, employees, and company.

Baron Workforce Management Suite includes Baron Time, Baron Scheduling, and Baron Mobile. Baron Workforce Management Suite is developed for busy employers like you who need to streamline scheduling, automate time and attendance 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 book a demo.

Why is HR The Last Department to Get Tech Tools?

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For the past several years, we have observed that many companies have been successfully implementing technology in CRM, accounting, merchant transactions, manufacturing, online marketing, and inventory management. As IT teams swell, it seems as if HR is often the last department to get on the automation train. 

If your company is still using manual processes to track employee time and attendance and create and manage employee schedules, you’re missing out on the multiple benefits Workforce Management solutions like Baron Workforce Management Suite from baronHCM can provide to your HR department.

Here are 3 compelling reasons to automate HR:

1. Lower Labor Costs

Employees unwittingly forget to punch out for unpaid breaks and meals or can’t remember their hours when filling out a time card after the fact. Employees intentionally pad time cards and punch in for co-workers who are tardy or absent. Multiple studies reveal that time theft is widespread. You may not believe it happens at your organization, but statistics suggest otherwise.

Baron Workforce Management Suite from baronHCM tracks time to the minute and lets you create employee schedules in minutes. This also allows you to manage overtime strategically and gather actionable data about employee hours and schedules.

2. Reduce Administrative Burden

Baron Time automates time card management and shifts the task to the employees. Let the system and staff members do the work! Employees submit time cards and drop and pick up shifts from the Virtual Trade Board. When your HR staff can process payroll in minutes, they are free to work on company initiatives that have a bigger payoff. Ensure your labor force is paid accurately and on time while eliminating all the tedious manual work.

3. Simplify Labor Law Compliance

Baron Time and Baron Scheduling (the employee scheduling system in Baron Workforce Management Suite) will enable you to easily and effectively comply with FLSA, ACA, and PBJ standards. Track hours worked, PTO, overtime, and breaks. Avoid fines, store records for verification, and reduce your risk of a time card dispute.

Baron Workforce Management Suite from baronHCM can transform your employee timekeeping and scheduling. And it probably costs a lot less than you think. Let us show you how you can quickly implement affordable Baron Workforce Management Suite to help you administer timekeeping, limit the cost of labor, and stay compliant.

Contact baronHCM for information regarding Baron Workforce Management SuiteUPGRADE TODAY

baronHCM offers Baron Workforce Management Suite, the powerful, fully-integrated Workforce Management Suite that makes it easy to optimize the performance of your managers, employees, and organization.

Baron Workforce Management Suite includes Baron Time, Baron Scheduling, and Baron Mobile. Baron Workforce Management Suite is designed for busy employers like you who need to streamline scheduling, automate time and attendance 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.

baronHCM: ACA Compliance Made Easy

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Introduction to ACA Compliance For New Business Owners

Hello! Today’s post is for new small business owners who are unfamiliar with the Affordable Care Act and how it impacts their business.

The Affordable Care Act (ACA) (informally “Obamacare”), is a United States Federal Statute signed into law by President Barack Obama on March 23rd, 2010. The act was developed to raise healthcare outcomes, reduce costs, and improve methods of distribution and accessibility.

Does it affect my company?

Any business with over 50 full time or full time equivalent employees is directly impacted because it is required to meet the ACA requirements. As part of this legislation, the healthcare benefits offered must also meet a specific level of quality.

It may sound overwhelming to someone who has never dealt with business regulation, but don’t fret over it.

Baron Workforce Management Suite from baronHCM offers businesses like yours a quick, automated answer for ACA compliance.

Step one is to track your staff members’ hours so you know who is full-time and who isn’t. Baron Time automatically tracks hours worked to determine each employee’s status, whether FT or FTE (full-time equivalent). It also produces an electronic “paper” trail for accurate and untampered reporting purposes and provides a Work Week and Work Month report that contains the total of hours worked for that week, and/or pay period.

What if I have employees whose hours vary and I want to keep them under the full-time limit?

The qualifying number of hours that determine an employee’s status of full-time or full-time equivalent for ACA are 30 hours per week or 130 hours per month. Baron Scheduling enables you to define an hour limit per employee that gives you an immediate notification when you attempt to add a shift to an employee who is at the threshold of 29-hours.

What else do I need to worry about?

Baron Time provides an extensive ACA checklist to assist you in knowing what other things you need to do to safeguard against thousands of dollars in non-compliance penalties.

You can visit http://baronhcm.com/ for more details on what baronHCM can do to help you comply with ACA and DOL regulations.

Contact baronHCM for information regarding Baron Workforce Management SuiteUPGRADE TODAY

baronHCM offers Baron Workforce Management Suite, the powerful, fully-integrated Workforce Management Suite that makes it easy to optimize the performance of your supervisors, employees, and organization.

Baron Workforce Management Suite includes Baron Time, Baron Scheduling, and Baron Mobile. Baron Workforce Management Suite is created for busy employers like you who need to streamline scheduling, automate time and attendance 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.

Baron Workforce Management Suite Simplifies Retail

retail time and attendance system Islandia

No two retail businesses are exactly the same. Different products, different marketing techniques, and different target markets are just a few of the differences you’ll find in retail. But there is one common component in the retail industry and that is that each business has associates to manage.

That’s why we at baronHCM want to expedite the way retail owners track and manage their associates. We’ve simplified the work for huge retailers all the way down to the smaller franchise stores. Regardless of the size of your business, we have a solution for you!

Our goal was to create an advanced platform that was simple, effective, and would work for everyone. We wanted to help organizations save money, reduce timekeeping errors, and avoid non-compliance.

We came up with Baron Workforce Management Suite; using industry-leading web-based tools, it met all of our goals. The result is an outstanding experience for retail owners.

Baron Workforce Management Suite makes it effortless to track employee time and attendance. It also allows you to rapidly integrate that information with your payroll software and other HR systems. With Baron Time, you can handle things such as time card approvals, time off requests, and custom reports.

We have also significantly upgraded how your staff members can track things that are important to them. With Baron Time Employee Self-Service (ESS), employees can view their schedules, check their accrual balances and submit time-off requests to management. Employee empowerment boosts morale and productivity.

Customers are always flowing in and out of retail stores, and it’s crucial to make sure you have enough associates at the store to assist them. The Baron Scheduling Schedule Preferences feature eliminates confusion by identifying when an employee is available to work.

The system will inform the scheduler of a conflict if they attempt to add a shift to an unavailable staff member. That way you can know that your store will always have the required personnel.

Contact baronHCM for information regarding Baron Workforce Management SuiteUPGRADE TODAY

baronHCM offers Baron Workforce Management Suite, the powerful, fully-integrated Workforce Management Suite that makes it easy to optimize the performance of your managers, employees, and business.

Baron Workforce Management Suite includes Baron Time, Baron Scheduling, and Baron Mobile. Baron Workforce Management Suite is designed for busy employers like you who need to streamline scheduling, automate time and attendance 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 book a demo.

Why You Need Automated WFM for Salaried Employees

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Some employers with only salaried personnel often believe automated Workforce Management is only necessary for organizations with hourly employees. The object of this post is to explain why this couldn’t be further from the truth.

Why Companies With Salaried Employees Need Workforce Management Systems

1. Compliance

The alphabet soup of the various labor laws—FLSA, ACA, PBJ, FMLA—apply equally to all employees, regardless of the way they are paid. Accurately tracking hours, schedules, PTO, overtime, separation policies, and employee classifications is critical for maintaining compliance and having the needed paper trail to protect you in case of a labor dispute or audit.

2. Overtime Management

Non-exempt salaried employees are subject to overtime pay protections. Mismanaged overtime can be a real budget buster. It can also result in employee burnout, higher attrition, and diminished productivity—all of which are costly in their own right. The larger your organization, the more unplanned overtime costs you. Customizable overtime alerts in Baron Time take the hassle out of monitoring and managing overtime.

3. Analyze and Improve Resource Allocation

The job codes in Baron Time enable business owners to automatically track how much time each department or employee spends per account, project, product, or any other operational classification.

4. Reduced Admin Burden

How many hours a week does your HR team spend tracking accruals, submitting payroll, and responding to employee requests for information? The tools in Baron Workforce Management Suite ease the burden on your HR staff and empower your employees to access important data without needing to contact HR and wait for a reply.

Contact baronHCM for information regarding Baron Workforce Management SuiteUPGRADE TODAY

baronHCM offers Baron Workforce Management Suite, the powerful, fully-integrated Workforce Management Suite that makes it easy to optimize the performance of your managers, employees, and business.

Baron Workforce Management Suite includes Baron Time, Baron Scheduling, and Baron Mobile. Baron Workforce Management Suite is designed for busy employers like you who need to streamline scheduling, automate time and attendance 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 set up a demo.

PBJ File Rejected? Let’s Fix It.

PBJ reporting system Islandia

Today’s post is for PBJ (Payroll Based Journal) managers at long-term care facilities who have had a PBJ file rejected by the CMS. Whether you entered the data manually or used a PBJ reporting platform, you are probably eager to identify and correct the problem to regain compliance, reduce your audit liability, and confirm the standard of care provided at your facility.

Manual PBJ Increases the Risk of File Rejection

Manual PBJ data entry is time-consuming and susceptible to human error. Investing in an automated system will save you time and money and protect you from violations. Baron Workforce Management Suite from baronHCM takes the inconvenience out of PBJ compliance with a system that is quick, easy and cost-effective. The PBJ tools in Baron Workforce Management Suite aren’t an afterthought; they were designed to meet the challenges of real-world SNF staffing scenarios right from the beginning.

The Most Advanced PBJ Solution

If you used an automated system with PBJ tools but your file was still declined, perhaps the PBJ tools are substandard or too complicated to use. Baron Workforce Management Suite PBJ tools are user-friendly and can be set up in minutes.

Regardless of the reason your file was rejected, Baron Workforce Management Suite has the solution. Here is a list of the most frequent reasons PBJ reports are not accepted.

  • Duplicate Employee ID Numbers: The ID is a unique identifier and cannot be assigned to another member of current or former staff. This ID cannot include any PII (Personally Identifiable Information) such as a Social Security number.
  • Incorrect Calculation of Time Worked: Employee time worked is calculated in fractions rounded to the nearest 10th.
  • Reporting Hours by Shift vs Date: Hours reported are assigned to a calendar day which ends at midnight. For example, if a team member logs a shift that starts at 9:00 PM on 10/7/2017 and ends at 5:00 AM on 10/8/2017, 3 hours would be entered for 10/7/2017 and 5 hours for 10/8/2017.
  • Not Reporting Hours for Contract or Agency Staff: Hours for each staff member furnishing patient care (including agency and contract employees) must be reported.
  • Wrong File Type: The CMS only accepts XML files.
  • Job Code Errors: When an employee’s primary role changes during a shift, the report must include a job code for each specific primary duty.
  • Reporting Hours for Meals: Paid or unpaid meals should not be included in the hours reported.
  • Data Not Auditable or Verifiable: The report submitted cannot be a stand-alone record. It must be corroborated by other records such as time cards, payroll records, invoices, or employee contracts.

No More Compliance Headaches

By implementing Baron Workforce Management Suite, you can eliminate each of these PBJ errors going forward. Call 631-266-2500 today to schedule a demo. We can help you get all of your information entered quickly and show you how easy it is to use Baron Workforce Management Suite to handle your PBJ reporting timely and accurately.

Note: The requirement to submit hire and termination dates was originally mandatory but in 2017 the inclusion became optional.

Contact baronHCM for information regarding Baron Workforce Management SuiteUPGRADE TODAY

baronHCM offers Baron Workforce Management Suite, the powerful, fully-integrated Workforce Management Suite that makes it easy to optimize the performance of your managers, employees, and company.

Baron Workforce Management Suite includes Baron Time, Baron Scheduling, and Baron Mobile. Baron Workforce Management Suite is created for busy employers like you who need to streamline scheduling, automate time and attendance 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 book a demo.

3 Easy Ways to Reduce Labor Costs With Automated Workforce Management

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Even though Baron Workforce Management Suite is very cost-effective, some employers still aren’t convinced that it’s worth it and hang onto old school manual timekeeping systems. Today’s post is addressed to employers who are using manual Workforce Management methods because they don’t believe that investing in an automated system will yield a worthwhile ROI.

Here are 3 critical ways Baron Workforce Management Suite helps businesses control labor costs:

Employee Time Theft

If you haven’t caught any of your staff members fudging on their time cards—it’s only a matter of time (pun definitely intended). In a survey of over 500 retail and service industry personnel, over 30 percent admitted to calculated time theft.1 The two types they recognized specifically are buddy punching and recording incorrect start and end times.

Buddy punching, logging erroneous start times, and early punch-ins and late punch-outs result in an average of 4.5 fraudulent hours per week, per staff member. For one staff member earning a wage of $10 per hour, that can be a loss of $45 per week.

Reduce Administrative Costs

With pen and paper time cards, your managers spends tedious hours troubleshooting timesheet inaccuracies and then manually slinging the data into the payroll system. When your HR staff can complete payroll in minutes, they are free to work on company initiatives that have a bigger payoff. Overtime policing can also be time consuming, which leads us to number 3:

Control Costly Overtime

Companies that mismanage overtime for hourly team members can really take a financial hit. Manual timekeeping systems don’t have built-in warnings to inform supervisors when employees are approaching or have exceeded their authorized hours. The larger your business, the more unplanned overtime costs you. Baron Workforce Management Suite customizable overtime notifications are one of the most popular features in our system.

Bottom line?

Baron Workforce Management Suite will rapidly pay for itself and continue to save on labor costs every single payroll!

1“Employee Theft No Longer an If-It Is Now How Much!,” Kessler, https://investigation.com/2013/04/26/employee-theft-longer-now-much/, accessed March 6, 2017

Contact baronHCM for information regarding Baron Workforce Management SuiteUPGRADE TODAY

baronHCM offers Baron Workforce Management Suite, the powerful, fully-integrated Workforce Management Suite that makes it easy to optimize the performance of your supervisors, employees, and organization.

Baron Workforce Management Suite includes Baron Time, Baron Scheduling, and Baron Mobile. Baron Workforce Management Suite is established for busy employers like you who need to streamline scheduling, automate time and attendance 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 set up a demo.

Two Ways You Are Getting Ripped Off Every Time You Run Payroll

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As employers, we like to think we can trust our team members. Without trust, not much can get done, but there are a couple of areas that provide an easy opportunity for your employees to take advantage if you aren’t watching carefully, and it can cost you thousands.

There is an Epidemic of Employee Time Theft
In a survey of over 500 retail and service industry workers, over 30 percent admitted to deliberate time theft.1 The two types they mentioned specifically are buddy punching and recording incorrect start and end times.

Buddy punching, recording erroneous start times, and early punch-ins and late punch-outs result in an average of 4.5 hours per week, per staff member. For one worker earning a wage of $10 per hour, that can be a loss of $45 per week. Not a big deal? Consider this…

Let’s presume you have 15 employees, each working at $10 per hour, and each of them are taking an average of 4.5 additional hours per week. At this rate, you will be spending $675 per week in illegitimate time. In a year, you will spend $35,100 for labor you never received; you just bought your employees a very nice new car for no good reason.

If you have more than 15 staff members, or you are paying more than $10 an hour, the story only gets worse.

How Can You Protect Yourself From Employee Time Theft?

Easy! Better time clock management. baronHCM provides Baron Workforce Management Clock, which is specifically designed to minimize early punch-ins, late punch-outs, and it makes buddy punching almost impossible. The low cost for this solution will surprise you, and the savings it will deliver are far and above the nominal cost. Give us a call at 631-266-2500 to find out more.

1“Employee Theft No Longer an If-It Is Now How Much!,” Kessler, https://investigation.com/2013/04/26/employee-theft-longer-now-much/, accessed March 6, 2017

Contact baronHCM for information regarding Baron Workforce Management SuiteUPGRADE TODAY

baronHCM offers Baron Workforce Management Suite, the powerful, fully-integrated Workforce Management Suite that makes it easy to optimize the performance of your supervisors, employees, and company.

Baron Workforce Management Suite includes Baron Time, Baron Scheduling, and Baron Mobile. Baron Workforce Management Suite is established for busy employers like you who need to streamline scheduling, automate time and attendance 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 book a demo.