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Introducing EPAY
This document summarizes time and labor management solutions from EPAYsystems.com. It highlights features such as reducing labor costs by 5% or more, keeping businesses compliant with complex pay rules for distributed workforces, and eliminating erroneous pay calculations through flexible, uniquely designed software. Biometric time clocks can eliminate buddy punching. The solutions aim to reduce payroll administration time and labor lawsuits while improving schedules, communication and reducing workers' compensation claims and payroll distribution costs.
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Introducing EPAY
- 1. Time and LaborManagement Solutions EPAYsystems.com
- 2. Designed to meetthe needs of your complex, distributed workforce • Keep you in control and in compliance • Reduce your labor costs by 5% or more EPAYsystems.com 2
- 3. In Time withYou Complex pay rules? Mobile workforce, union contracts, multiple job assignments? No problem! Uniquely flexible EPAYsystems.com 3
- 4. Reduce your laborcosts Eliminate erroneous Biometric time clocks pay calculations, with camera and time rounding, finger print reader and management Eliminate buddy inconsistencies punching Reduce payroll administration time EPAYsystems.com 4
- 5. And save evenmore . . . “Potential to save up to 9% or more.” Lisa Disselkamp, author of No Boundaries: How to Use Time and Labor Management Reduce overtime with real time alerts Better manage schedules and attendance Review budget vs. actual activity in real time EPAYsystems.com 5
- 6. Reduce Labor Lawsuits “Wage and hour litigation is the No. 1 exposure area in corporate America.” Chicago-based Seyfarth and Shaw partner, Gerald R. Maatman EPAYsystems.com 6
- 7. Reduce Workers CompClaims Did you have an accident free day? EPAYsystems.com 7
- 8. Reduce Payroll DistributionCosts Save $2 - $6 per pay check by printing on time clock and using Insight Pay Card Go green • Print paystubs on WalTer • Reduce time spent distributing checks EPAYsystems.com 8
- 9. Over 40,000 customersites EPAYsystems.com 9
- 10. EPAY clocks areeverywhere EPAYsystems.com 10
- 11. Easy, Anywhere TimeTracking Blueforce adapts to how YOU do business EPAYsystems.com 11
- 12. Collect data yourway Smart Sync At a customer’s Mobile site or remote location. Real time Or for just a few At a desk employees (IVR) EPAYsystems.com 12
- 13. Improve employee communication Serve your customers better! Messaging EPAYsystems.com 13
- 14. Be proactive withreal time alerts Reduce overtime pay Ensure compliance requirements are met Improve profitability by managing budgets EPAYsystems.com 14
- 15. Actively manage yourschedules • Fill schedules based on employee qualifications and availability • Monitor overtime exposure by calculating overtime from scheduled hours • Build schedules once and copy for future weeks • Fill empty posts based on qualified employee’s proximity or other criteria EPAYsystems.com 15
- 16. Provide your clientswith better service “We’re able to better communicate with our customers on issues arising real-time.” Melissa Kirkman Vice President of Administration, Dameron EPAYsystems.com 16
- 17. EPAY’s flexibility meetsthe requirements of your workforce • Menu-driven interface is simple to use • Employee self service • Multi-lingual EPAYsystems.com 17
- 18. You’re Up andRunning 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 18
- 19. EPAY’s flexibility meetsthe requirements of your business DEC Your payroll system or other application 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 Cloud-based EPAYsystems.com 20
- 21. We have youcovered • All data is safe and secure in our private cloud o Tier One data center • True 24/7/365 support – no extra fees • All EPAY devices remotely upgraded – no headaches for you • Disaster recovery support included; every clock is backed up at EPAY • Swap out clocks fast – no cost to you EPAYsystems.com 21
- 22. Get a 4Month Payback EPAYsystems.com 22
Editor's Notes
- #3 EPAY is in the time and labor management business with an emphasis in dealing with complex and distributed labor organization. Our organization understands all of the challenges and limitations a company like yours faces as it relates to deploying new technology in the field, as well as managing and tracking it’s labor force.Our application drives two main benefits:Reduction in total labor costs by more than 5%Provides tools to assist your organization in lowering it overall risk facing compliancy issuesOtherDistributed 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.IT cannot fly around to configure and setup the sitesResources are not onsiteMost solutions are too costly and aren’t able to handle the data collection across many sites, nor the implementation to get all your sites up and running.
- #4 Our client base is very diverse with some of the largest manufacturing, retail, health care and services organizations as valued partners. 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. OtherSince 2001, We are an customer oriented technology company focused on delivering innovative efficient and effective solutions to our clients critical time and labor management issues.Our products and services are used primarily by companies with distributed labor force. Our installations are across many of the nation’s largest retailers, commercial properties, airports and sporting venues. Our clients represent industry leaders in: Janitorial/Building Maintenance – Healthcare –– Security –– Foodservice – Hospitality –– PayrollBlueforce flexibility is built-in; we meet your business needs without upfront custom costs
- #5 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 and human errorReduce payroll administration and distribution time
- #6 By utilizing our advanced functionality the 5% reduction in Labor can climb to 9%.Our system has real time alerts to help reduce overtime exposure by 11%.Other reductions per Nucleus ResearchAvg Payroll Error Rate - 1.2%Processing Time - .47%Labor Reporting - .75%Payroll Inflation - .72%Biometrics - 2.2%Absence Management - 3.8% ( on average employees take an extra 1.25 vacation days per year that equates to .5% of total payroll)
- #7 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.Edit Audit Report Variance Audit ReportEE timesheet view and signoffOtherAccording to an industry expert, wage-and-hour litigation is the "No. 1 exposure area in corporate America as far as the plaintiffs class action bar is concerned." Chicago-based Seyfarth partner Gerald R. MaatmanOur compliance audit pak empowers you with accurate, historical timekeeping data for through preparation for a labor lawsuit
- #8 Accident free functionality and alerting reduces exposure in both legal defense and potential claim reimbursements.
- #9 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
- #10 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
- #12 In working with our clients EPAY has understood the importance of mirroring our clients environment and making our system as user friendly as possible.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)Will will provide multiple options to collect that data to ensure the lowest cost of ownership for our clients (WALTER, Mobile App, IVR, Web App)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.
- #13 EPAY provides the most comprehensive ways to collect data from your field force while taking advantage of the best available security options to eliminate time theft and fraud. Our clients have the options of collecting time in the following ways:Biometric time clocks ( biometrics - specifically for sites over 15 ee)IVR (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)
- #14 EPAY’s messaging functionality provides our clients the ability to communicate key information to employees while ensuring they received it.How does this work? The client enters a message into our software and selects from a drop down an employee, group or all employees to send the message to. All employees selected must acknowledge the message before being allowed to punch in/out of work. This feature is used to:Ensure critical information is received to change work flows (“before you start your shift, complete this task”)Communicate time sensitive materials and dates (“enrollment forms are due Monday at ___”)In the distributed, hourly world email is not as viable of a tool as what many leaders are used to.
- #15 Our Alerting functionality allows management to stay informed of key issues as the happen throughout the workday. Once an alert is triggered our system will generate and send an sms text and/or email to the designated manger.EPAY provides several key Alerts that are standard in our system, the most commonly used alerts are:Overtime alert – the manager is alerted as an employee or team approaches overtime to provide time for the manager to make scheduling changes before over time in incurredBudget alert – manager receives notification as their jobs begin to reach the labor budget allocations Minimum ee alert – not enough ee show up to work at a shift start time, manager is notified to deploy additional resources (in the staffing world this ensures they do not leave revenue on the table)Critical ee alert – if a supervisor doesn't’t show it up at the site, the next level manager in the customer’s hierarchy is notified
- #16 Our scheduling application has all of the advanced features including the ability:Fill positions by qualificationsFill positions by location proximityBuild future schedules with minimum effort by copying schedule and applying it to a future date rangeEstablish labor efficiency reports by comparing ratios between managers and their appropriate employee headcount
- #17 EPAY provides the ability to have better transparency between you and your client. All the labor details at available to you in real time with a quick look up into our application or by using one of our simple dashboards. Our system is used by clients who are required to provide an employee roster of anyone who is in a building at any point in time to the government, validation of hours, change in work flows to provide a better customer experience with our messaging system.
- #18 EPAY also understands the diversity of your workforce. We know that for many of the employees English is a second or third language. EPAY has translated our system into multiple languages to ensure the proper comfort and experience for the end user. Systems like ours fail if they are too complicated for the end user to use.EPAY has also streamlined the PTO and other self service processes for our clients. This functionality has been brought down to the device level, where now an employee can request time off and receive an approval all within our system.
- #19 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
- #20 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.
- #21 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.
- #22 EPAY ensures that your data will be available when you need it and for as long as you fell it is needed. Your data is protected in a tier 1 data center (SAS 70, SOX , PCI and VISA compliant), and has gone through security audits from VISA as well as large F1000 organizations.EPAY does not charge to store and retrieve your data.The hardware has custom logic built in that allows us to monitor and provide upgrades remotely without the need to use any employee at the location. We are also able to replace a device with all the employee information preloaded within 24 hours to minimize any disruption to your business.All of our service offerings and training are included in simple per user per month fee, with no additional charges!