TIme and Attendance for Employers with a Distributed Workforce
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EPAY Systems provides a time and labor management system that keeps employers in control and in compliance with labor laws and union rules, while reducing labor costs by up to 5% or more. Our uniquely flexible, web-based Blueforce system can adapt to the most complex, distributed labor environments. Here’s how EPAY's SaaS based solution can help: • Minimize payroll workload and errors; prevent buddy punching. • Speed up payroll preparation with automated time-keeping processes for all sites • Track labor hours to proper cost-centers automatically • Reduce overtime pay, alerting you in real time before workers hit OT. • Keep customers happy. If a worker is tardy or absent, send real time alerts to your cellphone, so you can get another employee onsite ASAP. • Keep you in compliance by tracking labor laws and union contract rules. • Eliminate paycheck printing and distribution costs. You can print paystubs and attendance reports directly from our biometric clock. • Integrate seamlessly to any payroll application • Low cost of ownership from the get-go. No maintenance and upgrade fees. An EPAY time and attendance solution can be up and running in no time at all since there is no software or servers to install. EPAY coordinates installation and training—there’s no heavy lifting by our client’s staff. Specialties Time and Labor Management System, Mobile Time Tracking, Time and Attendance SaaS, Biometric Time Clocks with Messaging and Printing Capabilities, Time and Attendance for Distributed Labor, Green Solutions, Time and Labor Regulatory Compliance Support
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TIme and Attendance for Employers with a Distributed Workforce
- 1. Time and Attendance Solutions for Employers with a Distributed Workforce Public Demonstration EPAYsystems.com EPAYsystems.com
- 2. Welcome Today’s Host Michelle Lanter Smith Chief Marketing Officer EPAY Systems, Inc. EPAYsystems.com 2
- 3. EPAY’s Mobile Expertise Today’s Expert John Gaudiuso Sales Engineer EPAY Systems, Inc. Contact John at: jgaudiuso@EPAYsystems.com 312-291-2032 EPAYsystems.com 3
- 4. Designed to meet the needs of your complex, distributed workforce • Reduce your labor costs by 5% or more • Keep you in control and in compliance EPAYsystems.com 4
- 5. In Time with You Complex pay rules? Mobile workforce, union contracts, multiple job assignments? No problem! Uniquely flexible EPAYsystems.com 5
- 6. Reduce your labor costs Eliminate erroneous pay calculations, time rounding, and management inconsistencies Reduce costs associated with paper checks. Save an average of $2.87 per pay period/per employee. or more! Eliminate buddy punching Reduce administration time in preparing payroll Biometric time clocks with camera and finger print reader EPAYsystems.com 6
- 7. Minimize Compliance Risk • • • • • • Audit Trails Overtime Meal Breaks Pay Differentials Privacy and Security Reduce Workers Comp Claims • Did you have an accident free day? EPAYsystems.com 7
- 8. Reduce Payroll Distribution Costs Go green • • • • Save $2 - $6 per pay check by printing on time clock and using EPAY Pay Card Print paystubs on WalTer Register for Pay Card on clock Check Pay Card balance on clock Reduce time spent distributing checks EPAYsystems.com 8
- 9. Over 40,000 customer sites EPAYsystems.com 9
- 10. EPAY clocks are everywhere EPAYsystems.com 10
- 11. Easy, Anywhere Time Tracking Blueforce adapts to how YOU do business EPAYsystems.com 11
- 12. SYSTEM OVERVIEW Mobile Devices Site, Dept, Employee, Accruals Web Track: • Location • Task Timeclocks • Work Order Timesheets Payroll Payroll System Mgmt Report G.L. Entries Phone Employees EPAYsystems.com Field Managers Payroll Team Executive Team
- 13. Collect data your way Smart Sync Mobile At a customer’s site or remote location. Real time Or for just a few employees (IVR) At a desk EPAYsystems.com 13
- 14. Biometric Time Clocks • Menu-driven interface is simple to use • Employee self service • Multi-lingual • • • • • Plug & play Rugged & durable LCD oversize shatterproof screen 10” Wi-Fi, Wireless, LAN, Dial-up/Analog Touchscreen and physical keyboard EPAYsystems.com 14 • Built in speaker & headphone jack • Finger print reader, card swipe, web camera • Thermal printer • Managed and supported by EPAY remotely • Automated upgrades
- 15. Transform your Smartphone into a Time Clock EPAYsystems.com 15
- 16. Blueforce Mobile Overview Key Features: • • • • • • Employee Clock InOut Supervisor Employee Group Punch Capture GPS Coordinates Integrate with Blueforce™ TLM System Works in offline mode Enter free from comments with punches EPAYsystems.com 16
- 18. EPAY’s flexibility meets the requirements of your business DEC Your payroll system or other application EPAYsystems.com 18
- 19. You’re Up and Running Fast Bluespeed Quick start implementations • Discovery, set-up and implementation is handled for you • Effortless integration with your payroll system • Flexible onsite and phone training EPAYsystems.com 19
- 20. Managed for You • The only SaaS based Time and Labor Management solution especially designed for the companies with a distributed workforce • • • • No servers, no IT resources required No upgrades, maintenance costs Free 24/7/365 support Pay-as-you-go Cloud-based EPAYsystems.com 20
- 21. Get a 4 Month Payback EPAYsystems.com 21
- 22. How EPAY Works: Simple, Flexible • We collect punch-in/out data (Biometric time clocks, smartphones, tablets, & phones) FROM ANYWHERE! • • It all connects to Blueforce, our web-based TLM engine • Bluespeed implementation – fast, quick no hassle installation, set up and training – weeks to months Blueforce “integrates” with your payroll/accounting systems (automated or import/export) – no limits EPAYsystems.com 22
- 24. Other Features • • • • Scheduling Employee self-service Analytics and reporting Mobile/GPS EPAYsystems.com 24
- 25. Upcoming Education Compliance Webinar Series with Seyfarth Shaw LLP • • Understanding the Affordable Care Act: Should You Pay or Play? Oct 29th: 12:00 cst How to Avoid Costly Wage & Hour Pitfalls for Employers in the Hospitality Industry. Nov 6: 12:00 cst Register at www.EPAYsystems.com EPAYsystems.com 25
- 26. Connect with us Take the Survey! • Yes, send me the Free Report: How to Find the Best • of Breed Time Tracking System for a Distributed Workforce Yes, send me Today’s Slides Get a Bonus! • Receive our newly published report: Time and Labor Management in a Mobile Workplace Connect with EPAY: o LinkedIn – follow our company page at EPAY Systems o Twitter -- @EPAYsystems o Sign up for our e- newsletter at www.EPAYsystems.com EPAYsystems.com 26
Editor's Notes
- Thanks John. Welcome to our webinar “Time & Attendance Solutions for Employers with a Distributed Workforce” presented by EPAY Systems. My name is Michelle Lanter Smith. I am the Vice President of Marketing here at EPAY.I’d like to extend a warm welcome to all of you on the line with us today.Also, I see we have some our partners with us today. A warm welcome goes out to our Sprint and Paychex friends.Our goal today is to give you a high level understanding of how an EPAY time and labor management system can benefit a firm that has employees scattered across many locations. I’ll be taking you through an overview and then I’ll be joined by our systems expert, John Gaudiuso, for a demonstration of our cloud-based software, Blueforce.
- Today’s expert joining me today is John “God i you so”. He’s been a pioneer in the high-tech industry for 10 years. Schooled and trained as an electrical engineer, John has advanced his career working in product development in some of the nation’s thriving technical companies. His technical expertise spans a number of technologies from solar cells to RFID. He also is intimately familiar with ERP, implementing wide-scale ERP systems for large, regional tech firms. Time and labor management has been his new focus for the last two years working closely with EPAY’s customers in the HR and Payroll functions. Since mobile technologies have come into play, John has embraced the technology and its application within time and labor management. He is now responsible for deploying EPAY’s mobile solution to our customers, demonstrating EPAY’s innovation in this area and driving creative solutions to our client’s time and attendance issues.Hi. Thank you Michelle for the intro and thank you everyone who has joined. I’m so excited to share this information with you. I know that it will be extremely helpful in planning for your workforce management.So we all live in a highly mobile world where smartphones and tablets have become the norm in both of our working and personal lives. What are some of the most recent stats you’ve seen on mobile solutions in our world?
- But before we give you a brief tour of Blueforce, I’d like to tell you briefly about EPAY.EPAY is in the time and labor management business and we specialize in dealing with complex and distributed labor. Our organization understands all of the challenges and limitations a company with employees scattered everywhere deals with as it relates to deploying new technology in the field, as well as managing and tracking it’s labor force.Our web-based system, Blueforce, drives two main benefits for our clients:We help them reduce their total labor costs by more than 5%We help them lower their overall risk in facing compliancy issues – we have a built-in compliance orientated features . . . Right in our systemDistributed labor can present many challenges. Yet, labor is probably your largest cost.Complex pay rules, shift differentials, employees working one task in the morning and a different one in the afternoon. Employees working at customer sites or moving from job to job.These are tough for most time and attendance systems. But not for us. Our uniquely flexible pay rules engine can handle complex union rules and state regulations, not to mention your own complexities because of the nature of your business.
- Since 2001, EPAY has delivered innovative, efficient and effective solutions to address our clients critical time and labor management issues.Our client base is very diverse – serving some of the largest in Janitorial,Building Maintenance – Healthcare –– Security –– Foodservice – and Hospitality. You’ll see our clocks in some of the largest retailers, public sporting venues, and airports in the nation.One of the central themes we hear from our clients is that we can mirror the operating environment. Specifically we can handle all the various payroll permutations to ensure accuracy and compliancy for their organization. The flexibility of Blueforce is built-in; we meet our customers’ business needs without upfront custom costs.
- Upon the implementation of our system, EPAY’s clients see an immediate Return on Investment, through the reduction of the following exposures.Elimination of buddy of punchingEliminate erroneous pay calculations,human error, and time roundingReduce payroll administration and distribution time associated with pay checks and pay stubsBy utilizing our advanced functionality the 5% reduction in Labor can climb to 9%.An example of this would be our real time alerts which can reduce overtime exposure and keep you on budget
- Time and Wage cases in 2012 have surpassed discrimination cases for the most litigated exposure facing corporations. EPAY provides many features and reports that help mitigate exposure and provides access to historical data to dispute labor audit claims.Audit Trails – Changing an employee’s timecard without his/her approval is a surprisingly common FLSA violation. Blueforce flags all unapproved changes, so managers can address them before they become issues. Overtime - Calculating overtime properly is a huge litigation concern for employers. Blueforce tracks work time to the minute and automatically notes when an employee reaches overtime. Better yet, it can even alert managers before an employee hits the OT threshold. Meal Breaks – Improperly tracking or enforcing required meal breaks are another corporate Achilles’ heel. Blueforce asks employees if they’ve taken their proper meal breaks, advises you of deviations, and can even generate real-time alerts when a meal break is missed. Pay Differentials – When a single employee is paid varying hourly rates, depending on shift or task, it can create headaches for your payroll staff. Because we ‘configure’ your pay differentials into Blueforce at the outset, it accurately calculates employee pay effortlessly. Privacy and Security - Our time-tracking system keeps you in complete compliance with the Sarbanes-Oxley Act, which protects employees’ confidential information. We can even provide you with documented proof that your employees and managers only have access to what they should. Workplace Safety – We know on-the-job injuries are a real concern and that Workers’ Compensation claims are a very real expense. That’s why we’ve built a rather unique safeguard into our punch-out procedure. At the end of each shift, employees are asked if they had a “safe day.” The benefits are two-fold: 1) if an accident occurs, you’re instantly in the loop, and 2) if a questionable claim is made later, you have some documentation of your own.
- EPAY provides the ability for our clients to automate the entire payroll process for punch to payment. In order to stay complaint in providing the paystub at time of pay, EPAY has developed at patented pay stub printing solution embedded into the timeclock. EPAY also has one of the most aggressive, no cost paycard solutions to ensure all employees, including the employees who are unbankable, have the ability to receive their funds electronically.OtherEPAY Systems Electronic Pay Stub Solution is a patented, secure, easy-to-use feature that empowers employees to view/print their current and/or past pay stubs from our Biometric Timeclocks (last 3 pay periods). With EPAY Systems Timeclock Paystubs, your company will realize a 50% or greater cost savings, versus that of the traditional paper based systems. EPAY Systems Electronic Paystubs is the next logical step toward paperless employee management. Domestically in all 50 states, electronic pay stubs are an acceptable method of providing payroll information to employees. They also have widespread acceptance, averaging an 80% participation rate when offered by employers. Electronic pay stubs significantly reduce operating expenses related to printing and delivering payroll stubs, while enhancing the direct deposit services that your company already provides employees. Employers realize dramatic cost reductions Experts agree that implementing the right electronic pay stub solution will result in substantial cost savings. Based on research by NACHA (National Automated Clearing House Association), the average cost of printing a pay stub for one employee is $1.90 per pay period. This equates to $49.50 per employee for 26 pay periods. Therefore, a company with 500 personnel spends approximately $25,000 per year just to validate payroll via pay stubs. While costs vary, this is a conservative estimate that does not include the expense of postage or storage. EPAY Systems Electronic Paystubs will reduce your cost of pay stub administration by 50% or greater through: Eliminating paper cost i.e., forms, envelopes, and other paper goodsSubstantially reducing printing cost of the pay stubs, envelopes, etc. Greatly reducing postage to mail the pay stubs Lowering time and costs required to reproduce lost pay stubsMinimizing the time expended by payroll and administrative personnel to manage pay stub activities Reducing storage costs, no more paper documents to store, everything will be electronic
- EPAY has provided solutions to the most complex labor environments, encompassing hundreds of collective bargaining agreements.ABM Industries – 110,000, across 6500 sitesHealthcare Services Group 30,000 eeacroos 3,000 sitesCompass Group – 20,000 across 2500 sites Crothall - 16,000 eeUnicco - 16,000 eeKBS – 15,000 ee
- In working with our clients EPAY has understood the importance of mirroring our clients environment and making our system as user friendly as possible.Upon the tabulation of punch data, EPAY’s pay rules engine allows our system to compute gross payroll regardless of the complexity of the clients pay rule. Our competitors struggle with this development and often time costs their clients hundreds of thousands of dollars in professional services fees.Understanding the challenges that end users face in remote environments, EPAY has developed various forms of data collections methods that ensure two things for our clients:There will always be a way for us to collect and transmit data (Wireless, LAN, WiFi, DialUp)NEXT SLIDE . . .
- We’ll provide multiple options to collect that data to ensure the lowest cost of ownership for our clients (WALTER, Mobile App, IVR, Web App)Biometric time clocks ( biometrics - specifically for sites over 15 ee) – BEST OPTION TO PREVENT TIME THEFTIVR (developed with caller id tracking – smaller sites 1-14 ee)Mobile Application ( gps coordination – smaller or very mobile ee sites)Web Application (IP tracking – office environments)
- AFTER SLIDE . . . . Polling question
- With that,EPAY Systems is pleased to announce Blueforce Mobile for the Blueforce™ TLM Solution. John, what makes our solution so great?Blueforce Mobile is a Native developed application available for both iPhone and Android devices.
- Some key features of the application.Obviously the employee can clock in and out where their GPS coordinates are captured at that time.Also, as soon as the punch is made, it appears onto Blueforce. I will be give a live demo of this as well.If data services are not available there is an offline mode where employee can still make their punch and stored locally but will not be sent over until data services are restoredA key feature is that the supervisor has the ability to punch employees in as they see them, in a feature called group punch
- EPAY Systems DEC (Data Exchange Client) HighlightsDEC makes automated integration with your existing Payroll\ERP\HR\Scheduling and Accounting systems possible in as little as hours or days versus traditional integration methods.DEC is a powerful integration tool which is a Windows Services installed locally by the client and utilizes secure web service transactionsDEC is easily downloaded, installed, and configured and provides a local as well as Web based Management InterfaceAbility to Search and Review DEC transactions and activity logs, as well as email import\export notificationsIn addition to DEC, EPAY offers various ways to import/export data from our system into the clients environment, including utilizing web services calls to perform these tasks.
- When you have data collection across a lots of sites, implementation and roll-out can get a bit harry. Our implementation process, which we call Bluespeed will get you up and running quickly – with no heavy lifting for you. And we’ll manage the roll-out to all your sites.EPAY also has developed the best in class approach to integrate and implement our services, We fully understand how complicated rolling out technology is to do in distributed environments and have worked with our clients to ensure accuracy with as little customer involvement as possible.EPAY’s post sales approach includes a detailed project plan the entails integration time frames, hardware procurement and delivery and field based training for the user community.EPAY is able to roll out accounts:0 -500 ee under 30 days501 – 2500 under 90 days2501 - 25000 under 180 days 25,001+ under 300 days
- As we discussed our solution is designed to have a minimal impact as possible on your internal resources. EPAY’s trained experts handle all of the hardware deployment and support, end user training and initial system set up.All we require from our clients is assistance in the initial employee and site demographics.Once a client is implemented, support is available to the 24/7/365 by experienced level 1 – level 3 technicians. EPAY believes that our customers are our lifeline and we are here to help them with issues tied to the sensitivity around payroll.It’s also important to note that Blueforce is Pay-as-you-go. That means you only pay for active users. If you’re seasonal business, this is very advantageous . . . You don’t pay for employees who are not clocking in.
- Often times, our clients see a payback in as little as 4 months because the savings can be so huge.
- Now it’s time to open up our lines so you can ask your questions. John, can you tell our listeners exactly how they can do that?-------------------------------------------------------------
- There’s so much more to show you:SchedulingEmployee self serviceAnalytics and reportingOur mobile platform with GPSOn today’s webinar, we have a very special report that we are going to give to today’s attendees for free. It’s a Nucleus Research Report, called Workforce Management Returns $7.88 for Every $1 Spent. Many of our clients are finding it very useful. When you exit today’s webinar, there will be a 3 question survey. Just tell us if you’d like it and will send it over. Also, you can indicate on the survey if you’d like a customize demo or a copy of today’s slides.
- That’s all the time we have today. John and I would like to extend a big thank you to all of you for joining us today. We’d like to be your time and labor management provider. At EPAY, we’re IN TIME WITH YOU.Until next time, then, have a wonderful rest of your day. Good-bye.