Welcome to the StaffScapes Professional Employer Organization (PEO) and Employee Leasing Blog site.

This is my First Blog for our Professional Employer Organization blog site. I thought it would be good to give you a little detail about StaffScapes, Inc. and what we do as a PEO. StaffScapes is a human resource solution center based in Westminster, Colorado.  As a PEO StaffScapes is able to offer benefits and strengths that other companies cannot.  PEOs have become a popular answer for small- and medium-sized business owners’ day-to-day human-resource issues and StaffScapes has become a leading PEO in Colorado.

In 1996 StaffScapes was founded by Jim Thibodeau & Partners with a singular goal: to offer complete, comprehensive, and cost-effective payroll and human-resources solutions.  Issues such as payroll, taxes, workers’ compensation, employee benefits, human resources management, and employee discipline/discharge are all managed by the StaffScapes team of professionals.  This allows small- to medium-sized business owners to remove the obstacles created by continual paperwork to do what they do best – foster the growth of a productive business. 

Timesheets are so tedious. Why do I even have to do them?

As a PEO, StaffScapes depends on accurate timesheets from their clients to ensure an accurate payroll.  Timesheets should be a fundamental and important aspect of every company that has hourly employees.  The DOL (Department of Labor) requires every FLSA (Fair Labor Standards Act) covered employer to keep records for every non exempt workers, including hours worked and wages earned.  While keeping track of hours worked may be a tedious task for the employee or employer, it protects both against fraudulent hours, unpaid hours, and can even minimize the chances of a DOL audit.

The timesheet protects the employee by verifying the hours worked and guaranteeing compensation for the hours worked.  All hourly employees should sign their timesheets, verifying the hours on the timesheet are correct.  This can help prevent mistakes such as not getting the right pay, missed overtime hours, etc.

Timesheets also protect the employer.  If an employee signs a timesheet and is paid accordingly, it can help prevent DOL claims and unhappy employees. 

For example, Company X always assumes its hours for its hourly employees.  Every week, they pay their full-time employees the standard 40 hours.  Marty works at Company X and thinks this is great. He can take a 2 hour lunch or come in late and not make up his time because he knows the company isn’t keeping track, and he will always get paid for 40 hours.  Sandra also works for Company X and is not too happy.  She clocks in an average of 5 overtime hours and is never compensated.  Sandra is fed up and decides to go to the DOL and files a claim against Company X for unpaid wages. Company X has no way to prove that Sandra didn’t work those overtime hours, but they also don’t have a way to prove she did.  Because the burden of proof is on the employer to prove the employee did not work the hours claimed, without time keeping records, the DOL will usually charge the employer for the amount of unpaid wages.  If the employer is unable to prove the hours and refuses payment, it can open them up to a DOL audit. 

The best way to encourage employees to fill out timesheets is stressing that it is for their protection and never making exceptions.  For example, employees should be tracking their time every day they go to work, not just for special projects, or when they have a deadline to complete something.  Making it a known policy and everyday task makes employees more willing to comply and complete their timesheets regularly.  Saving both the company and employee time and hassle just in case something goes wrong.

By T.Redding Payroll Specialist

See Also

• Recordkeeping and Reporting
  Every employer covered by the Fair Labor Standards Act (FLSA) must keep certain records for each covered, nonexempt worker.

Another big snow storm is expected in Colorado late this week, is your payroll department ready?

To ensure that every clients receives their end of year payroll  and bonus on time StaffScapes will be delivering payroll early this week. Payroll will also be delivered overnight UPS early am so as not to have any delays in employees getting paid this week.

This is also a good time to bring up direct deposit again. All employees are eligible to have direct deposit. If you get a check and can’t make it to the bank what do you do? If you have direct deposit is is sitting in the bank waiting for you on payday. On payday you can write checks and pay bills on line if you need to.

Be careful with this new snowstorm and have a great New Year.

Around tax season, employers may recive a letter from the Social Secuirty Administration regarding a “mismatched” employee….

Social Security mismatch letters are usually sent to employers, after W-2’s have been sent to employees. When an employer receives a letter, the Social Security Administration notifies the employer that there is an employee (or are employees) whose SS # and information do not match up with what Social Security has on record.  The error might be a name change that was never reported to Social Secuirty, a missed digit in the SS #, or even the misspelling of an employee’s name.  The letter will provide a list of employees who were “mismatched” in their system and ask you to correct as many as possible.  Correcting the records is very important because if an employee is a mismatch in the Social Security system, their earnings for the year are not recorded to their Social Security record.  In order to keep an accurate record of an employee’s earnings and to ensure they get the benefits they are entitled, StaffScapes will try to correct all the mismatches for their employees.  For more information about Social Security mismatch letters, please call StaffScapes at 303-466-7864. 

StaffScapes is a Denver based Professional Employer Organization serving small to medium sized companies in the Colorado region.

Professional employer organizations (PEOs) enable clients to cost-effectively outsource the management of human resources, employee benefits, payroll and workers’ compensation. PEO clients focus on their core competencies to maintain and grow their bottom line.

Businesses today need help managing increasingly complex employee related matters such as health benefits, workers’ compensation claims, payroll, payroll tax compliance, and unemployment insurance claims. They contract with a PEO to assume these responsibilities and provide expertise in human resources management. This allows the PEO client to concentrate on the operational and revenue-producing side of its operations.

A PEO provides integrated services to effectively manage critical human resource responsibilities and employer risks for clients. A PEO delivers these services by establishing and maintaining an employer relationship with the employees at the client’s work site and by contractually assuming certain employer rights, responsibilities, and risk.

Businesses across America have discovered the incredible value of PEOs because they provide:

• Relief from the burden of employment administration.

• A wide range of personnel management solutions through a team of professionals.

• Improved employment practices, compliance and risk management to reduce liabilities.

• Access to a comprehensive employee benefits package, allowing clients to be competitive in the labor market.

• Assistance to improve productivity and profitability.

Employers with PEOs Prepared for New Immigration Regulations

—PEOs Clarify Compliance Issues, Review Workplace Policies—

Employers could face a new wave of federal and state immigration laws once legislators reach agreement. Companies that work with professional employer organizations (PEOs) will be prepared for any new regulation that may emerge from the debate.

PEOs specialize in advising their business clients about how to practically comply with applicable state and federal employment regulations.  Small to mid-sized businesses cannot afford to ignore employment regulations, but they may not understand the ramifications until the government notifies them about a violation.  PEOs advise them about the regulations and how to comply.  That’s a powerful service that most businesses want and need.

The employment verification (I-9) process has special significance given the recent crackdown on illegal employment of unauthorized aliens by the Department of Homeland Security (DHS) and Immigration and Customs Enforcement (ICE).  The PEO verifies the employment eligibility and identity of all employees covered by its contract with a business.  The PEO assures that a Form I-9 has been completed for each employee and that I-9 records are properly maintained.

Business owners concerned about illegal workers want to work with PEOs to help ensure their records are clear, accurate and well maintained. They cannot afford a raid that could shut them down. 

PEOs also enable their business clients to cost-effectively outsource the management of human resources, employee benefits, payroll and workers’ compensation.  They provide the professional advice and proactive practices that improve a business’s compliance and create a better workplace.  While this support will not provide ironclad guarantees against errors and lawsuits, it will help to minimize the potential.

Solid human resources practices help a business minimize risk and create a positive working environment.   PEOs work with business owners to formulate and follow HR practices that comply with current laws on hiring, firing and disciplining employees. For example, a PEO can provide guidance with respect to structuring compensation so that it adheres to the state and federal wage and hour laws.  The PEO can also provide guidance on the rules and practices surrounding criminal and credit background checks, the Americans with Disabilities Act (ADA), the Age Discrimination in Employment Act, COBRA, ERISA, and the complex rules for 401(k) plans, such as the safe-harbor and nondiscrimination-testing provisions.

For more information on StaffScapes, go to www.staffscapes.com.  StaffScapes is a member of the National Association of Professional Employer Organizations (NAPEO). 

2007 Calendar for StaffScapes payroll processing

To better inform and communicate with clients, StaffScapes has sent out their 2007 calendars to all clients. The calendars are created based on the client’s pay cycle and are color coded to indicate pay dates and the days which payroll are due.  The calendar also indicates bank holidays and days that the StaffScapes office will be closed in 2007.  If you have any questions about the 2007 StaffScapes calendar, please call a StaffScapes representative at 303-466-7864.

Lost your W2? StaffScapes offers a W2 reprint service for all employees….

StaffScapes sent out W-2’s for all former and current employees January 22, 2007. For those who have not received their W-2 from StaffScapes, or have an address change, please contact our office. For those who have lost or misplaced their W-2, reprints can be requested. StaffScapes will begin issuing requested reprints February 16, 2007, for $5 dollar fee. If you have any questions or concerns, please call StaffScapes at 303-466-7864.

W-4 is one of the most common forms Americans fill out. Here are a few things to remember when completing a W-4.

A W-4 is an IRS form that determines the federal tax that will be withheld from an employee’s paycheck. Filling out a W-4 is one of the first forms an employee will complete when hired. 

When filling out a W-4, make sure the information you write is correct and clear. 

The most important lines for an employee to complete are lines 1-7 of the “Employee’s Withholding Allowance Certificate.”

Always remember to sign your completed W-4.

Always remember to check the appropriate box for filing single or married. 

If you have questions about your withholdings- or want to verify you are withholding the correct amount, you can visit www.irs.gov and use the IRS withholding Calculator. 

If you are exempt from taxes- make sure to write EXEMPT on line 7.

Any incomplete W-4’s will automatically be defaulted to a tax status of single and 0 withholdings, the highest amount of tax will be deducted from your income.

Colorado requires all employers to report all new employees within 20 days of their hire date. StaffScapes sends copies of the employee’s W-4 to the Colorado State Directory of New Hires, so it is important that all W-4’s are completed accurately.

Colorado new hire reporting guidelines

Federal law requires all employers to report new hire data to their respective State Directory of New Hires. For the State of Colorado, employers are required to report their new hire data within 20 calendar days after the date of hire.

Federal law requires all employers to report new hire data to their respective State Directory of New Hires. For the State of Colorado, employers are required to report their new hire data within 20 calendar days after the date of hire.

What to Report on Employee:

¨      Employee name

¨      Address

¨      Social Security Number

What to Report on Employer:

¨      Employer name

¨      Payroll address

¨      Federal Identification Number

For more information on Colorado employer and employee reporting, please visit the Colorado State Directory of New Hires website.

Payroll accuracies are a simple requirement from all clients that hire the services of a Professional Employer Organization or payroll company.

During a recent interview with an employee that worked at one of the largest PEO’s in the nation he expressed amazement that we double check each payroll before delivery to clients. The company he worked for could not get payroll done correctly and was a big issue for his clients. As a regional PEO based in Colorado we are hired by employers to help them overcome a myriad of employment problems. Human resources are a large concern for bigger employers along with the potential pitfalls if an employer misses an HR deadline with requirements such as COBRA or FMLA. Other employers need a method to control cost and look at safety and workers compensation and what a PEO may do for them in that area. But the backbone to all HR, Workers compensation, Safety programs or employee benefits is payroll. If a company cannot provide accurate payroll how good will they be on other issues of employment. By having a second set of eyes review payroll before it leaves our offices it makes for a very happy clientele on payday. The employees are happy on payday and in turn so is the employer on payday.

If your payroll is not accurate give StaffScapes a call we may have a solution for you.

PS: did you remember to adjust your employee wages for the new minimum wage rate change?

Wal-Mart overtime miscalculations costs the company millions in payments, interest, and penalties

California labor law commissioner announced that Wal-Mart will pay close to $4 million dollars in overtime, penalties, and interest to 50,000 California employees who were employed with Wal-Mart between February 2002 and January 2007.

            Wal-Mart notified the California state government and the federal government that its payroll errors like calculating overtime pay an incorrect pay period scale, underpaying overtime, and not figuring bonuses in with employee’s income, had resulted in incorrect overtime pay for thousands of employees.  Wal-Mart paid close to $200,000 in civil penalties to California.

            StaffScapes aim to help their clients pay correct overtime for each employee. Calculating overtime and overtime premium is something StaffScapes regulates and processes for all clients to avoid state and federal penalties similar to Wal-Mart.

            If you have questions about calculating overtime pay correctly and how to minimize pay mistakes, please contact a StaffScapes representative at (303) 466-7864.  

Payroll terms vary by state and country. Below is an extract from the Wikipedia encyclopedia.

"A paycheck is traditionally a paper document issued by an employer to pay an employee for services rendered. While most commonly used in the United States, recently the physical paycheck has been increasingly replaced by electronic Direct Deposit to bank accounts.

In most countries with a developed wire transfer system, e.g. in Europe, using a physical check for paying wages and salaries has been uncommon for the past several decades. However, vocabulary referring to the figurative "paycheck" does exist in some languages, e.g. German (Gehaltsscheck), partially due to the influence of US popular media but this commonly refers to a payslip or stub rather than an actual check."

To learn how to change your paycheck into direct deposit or wire transfer contact our payroll department.

See Also

• Payroll Terms
  wikipedia payroll terms

Payroll Saving Program also known as Christmas Clubs are great tools to start a savings program.

StaffScapes provides direct deposit as a tool for employees to start saving a part of their paycheck and placing that income into a savings account. It is never to late to start saving for that rainy day or to set aside a little money for Christmas. This program allows you to place money into any account of your choice, unlike Christmas clubs that have an early withdraw penalty a savings account let you do what you want with your money.

Contact StaffScapes to learn how you can place a part of your paycheck into your own saving account.

StaffScapes a local Professional Employer Organization provides PEO services as well as basic payroll for companies with less than 50 employees.

Are you looking to replace ADP or Paychex with a local Colorado company willing to provide quality customer service. Look no further than StaffScapes, if  you are looking for a payroll provider or a full service HR outsourcing firm we can help. StaffScapes will keep you in compliance with the ever changing HR, Payroll and Worker Compensations laws around the nation and in Colorado.

Contact us at 303-466-7864 to learn more about the Services StaffScapes provides.

StaffScapes mission is to provide cost effective HR and Payroll solutions for employers.

Have you signed up with a PEO other than StaffScapes and wandered what happened to the sales person or the customer service manager you worked with when setting up your company. This is an all to common complaint with national companies that we hear about.  A PEO is in business to leverage their expertise in the business of employment so that you or other managers have more time to focus on business and not the business of employment. If you do not see or here from your PEO how can they leverage that expertise.  Looking to improve that relationship give StaffScapes a call. 

StaffScapes is a Denver based Professional Employer Organization serving small to medium sized companies in the Colorado region.

Office will be closed July 4th.

StaffScapes offices will be closed Friday, July 4th for the holiday.  Federal Reserves will also be cloased on July 4th.  If your payroll falls on Friday, July 4th please let us know if you would like your pay date to change to Thursday, July 3rd or Monday, July 7th.

Have a great holiday weekend. 

Colorado PEO makes changes to check stock to deter ID theft.

A big concern for StaffScapes is your personal identity safety and eliminating any chance of ID theft.  You will notice three areas that have changed or have just been changed on your payroll checks:

-  To comply with certain state laws only the last 4 digits of an employees social security number are being printed on StaffScapes checks.

-  If you have direct deposit only the last four digits of your account number will show on the checks.

-  The last change is to the signature line on StaffScapes checks no longer will they say and show ***VOID***, it will now say "Direct Deposit".

If you have questions or would like to see other changes please contact StaffScapes at 303-466-7864.

A newly displaced worker turns to a PEO before starting her business.

A family friend recently lost her job at a large technology company and has decided to become her own boss and start a new business venture. She came into the office to discuss concerns she has with opening a new business. She has been looking at buying an existing business, a franchise business and or starting a new business from the ground up. During our conversation we talked about funding, marketing, employees and what rolls should she outsource such as accounting, payroll, staffing, marketing and other key areas that she may want to focus on after her business is up and running.

I gave Jenny and example of a new day care center we recently signed on in Westminster. The owner took over a building that used to house a day care for many years and is a well established business in that part of town. The owner is busy with parents doing tours of the recently remodeled building, preparing meals for the children and working with her small staff. She  was to busy to even get the basic things done when it came to payroll and workers compensation. She looked at quotes for workers compensation but did not get any in place to cover her soon to be hired employees.  In the mean time she hired employees and did not have coverage in place to protect her new employees. With the help of our PEO she was able to quickly have payroll and workers compensation in place. being a day care center she also need background screening and drug testing in place before hiring other employees. We where able to provide that service as well. A small business owner does not have the time source out multiple vendors during the first days of a new business.

We also talked about other hidden perils of buying a business. For further detail and areas to look out for when buying a business see the link below to another blog written by StaffScapes a few years ago. All the information mentioned is even more important today as our economy slows and business owners begin to make changes.

See Also

• Hidden Perils of buying a business
  Buying a business requires a thorough do-diligent list and the last thing you probably want to do is add yet another deal breaker.