Pinnacol Assurance releases 2007 rates

The largest worker’s compensation carrier in Colorado, Pinnacol Assurance released the 2007 rates earlier this month. Did you find your rates moving upwards or your discounts slowly disappearing. Many companies do not take advantage of the discounts that Colorado has in place for small business. Some of the work comp discounts are simple to get others take a little more work from management and owners. Do you have a designated medical provider selected for when an employee gets hurt? Do you have a return to work policy in place to help employees re-enter the workforce. Have you ever tried to start a cost containment program?  These are all area that can benefit small business.

As Colorado’s leading PEO we have helped clients realize these benefits. If have questions on how to implement these programs contact StaffScapes and learn more about our programs and how they have helped business save thousands. We can be reached at 303-549-1860 or info@staffscapes.com

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. 

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

At StaffScapes, we are an Outsource Human Resource company locally in Colorado that must gather a lot of detailed information and hidden costs for an accurate proposal.

One of my past prospects’ now a current client, was having trouble getting the Workers Compensation Declaration Page from the seller of the business prior to the sale of the business. Once explaining the importance of reviewing the workers compensation Declaration page my prospect finally demanded to see a copy.

After reviewing the Workers Compensation Declaration Page with our prospect what we found was that the current workers compensation rate had a modifier of 1.25. That 1.25 modifier was adding an extra 25% to the premium this year. In addition to the modifier we also discovered that the current employer did not have any safety programs in place as well as multiple injuries in the past years that will increase his rates significantly each year at renewal. Estimating what the new rates where going to be at the next renewal date, our prospect was able to negotiate a 25,000 difference in the purchase of the business which would have been added as an unforeseen future expense.

As a local Colorado PEO, StaffScapes helps our clients stay in compliance as well as and manage the risky life cycle of having employees.   

Prevent slips and falls clear all walkways when winter weather is pounding at your door.

With winter weather hitting most of the US this week employers need to make sure that walk ways around there buildings are clear. An employee who has not clocked in to start his or her shift and slips or falls on the sidewalk or steps outside the workplace building will be considered a workers compensation claim against that business. Just because the employee has not started work or has just completed his shift does not mean the employer is exempt from a claim. Employers need to be sure walkways are clear and salted or sanded to prevent any type of slip or fall. Be sure all private property is clear and safe to walk on.  If an employee get huts be sure to report that injury to Pinnacol Assurance  in Colorado or your workers compensation Carrier immediately. The link below is to StaffScapes 1st report of injury. If you are not a client of StaffScapes contact your workers compensation provider for the correct forms to report an injury.

Encourage your employees to report any unsafe walkways or steps this winter.

From simple payroll processing to complex benefits and HR administration and risk management PEO’s will insure compliance.

As any employer knows, every day a new law, government regulation or rule that must be incorporated into a business. Keeping up with constantly changing legal aspect of being an employer has become a daily chore that diminishes your productivity. A Professional Employer Organization - (PEO) will keep you up to date with the most current and applicable state, local and federal laws. Threw a PEO co-employment agreement a PEO will ensure compliance with:

Federal and State labor laws

IRS Regulations

OSHA & COBRA

Federal & State labor Posters

American with Disabilities Act (ADA) & the Family Medical Leave Act (FMLA)

Allow a PEO to keep you current and legal is a great value added service for small employers. StaffScapes is capable and ready to assist your company with payroll outsourcing, human resources, employee benefits and workers compensation so that you can stay focused on expanding your business. Learn more about a PEO and the services they provide contact StaffScapes at 303-466-7864

Holiday parties, safety and company liability

While Holiday parties are a time for employees to get together and a time to be free of work duties there are still precautions that companies need to.  It is the company’s responsibility to make sure that everyone is safe. Some things to consider when planning your holiday party:

Limit the number of drink tickets – people tend to drink less when they have to pay for them.

Focus more on the food and entertainment than the drinks

Stop serving drinks at least an hour before the party is over

Provide designated drivers or offer reduced cab fares or hotel room rates

Designate someone to make sure that people are cut off before getting out of hand

Make sure that upper management is setting a good example

Above are just a few examples of how to reduce your liability at office parties.  Contact StaffScapes if you are interested in learning more about Workers’ Compensation policy information at 303-466-7864. 

Pinnacol Assurance independent contractor form must be completed before any work can begin by the sub or contractor.

Many employers use Pinnacol Assurance as their provider for Workers compensation in Colorado. Actually more than 60% of Colorado employers us Pinnacol Assurance. With that many employers using one career they have developed certain rules about using Independent Contractors or subs to complete projects. If you hire a sub to work at your site or to do work for you you must request a workers compensation certificate of coverage from that Sub. If you hire a Independent Contractor you must either have a certificate of coverage or have them complete the Independent contractor form that Pinnacol Assurance requires and must approve.  Many employers to not understand that the independent contractor must be approved by Pinnacol before work can begin. If they are not approved your company will be liable for all work comp premium related to that Independents contractors income.

When completing the Independent Contractor form be sure to have it notarized. One common mistake is that both the Independent and the employer needs to sign it in front of a notary. Once the form is completed it must be turned into your work comp underwriter and returned before work begins. Hopes this helps you understand the world of work comp a little more. As a Colorado PEO we work with and understand workers compensation in Colorado. To learn more contact StaffScapes at the number above.

See Also

• Independent Contractor Form
  Pinnacol Assurance Independent Contractor Form

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). 

New rates and procedures in effect for 2007

Pinnacol Assurance 2007 rates are now in effect. One new procedure that effects business with out of state employees is that you can now obtain that workers compensation insurance with Pinnacol. If you have employees in Colorado or have employees in many states StaffScapes can help you comply with all workers compensation and employment laws. StaffScapes has been working with Pinnacol for many years and has developed a strong relationship to better serve our clients needs.

If you have ever had a problem dealing with a workers compensation carrier we understand how frustrating it can be in dealing with all the red tape when an injury happens. You feel bad enough that an employee got hurt while working for you, now you have to deal with how do I get them back to work also. What letters do I need to send out, how do I get a release from the doctor, what special restrictions do I have to deal with? These are all things that StaffScapes handles for it’s clients as a Professional Employer Organization.  If you have ever had a problem with workers compensation compliance or dealing with a work comp providers contact StaffScapes to have them help you comply with the ever changing procedures and rules.

Workers compensation in Colorado is required for all employers that have one or more employees. The information below is from Pinnacol Assurance the largest workers Compensation carrier in Colorado.

"Does my business need a workers’ compensation policy?
Colorado law requires any business with one or more employees to carry workers’ compensation insurance. Sole proprietors and partners in a business are not considered employees and are not required to be covered on a policy. Corporate officers and members of limited liability companies who are active in the company are considered employees, but they may be eligible to exempt themselves from coverage. They must meet certain statutory conditions to reject coverage. For information on other exemptions, please refer to Pinnacol Assurance’s Employer’s Guide to Workers’ Compensation or contact the Division of Workers’ Compensation.

What happens if my business doesn’t have a workers’ compensation policy?
Employers have sole responsibility to provide insurance for their employees. If unlawfully uninsured at the time of an injury, the employer must pay all statutory medical and disability benefits for the injured employee and an additional 50 percent of all temporary, permanent, and disfigurement benefits for having been uninsured."

The cost of an injury can and more than likely will be far more expensive than if your company carried a workers compensation policy. A workers compensation policy is a cost efective insurance against the potential lose of your business. If you are looking for first time coverage or looking to renew your current policy give StaffScapes and call and learn how a Professional Employer Organization can help bring cost effective coverage to your business.

See Also

• Pinnacol Assurance
  Frequently Asked Questions

Steps to help create a safety culture

Successful safety performance will come about with a successful safety culture.  It takes the values set by management to determine the way that the workforce acts.  Therefore, a safety conscience culture has to be established through the management and passed along to the workforce.

Here are a few steps to help create a safety culture:

·        Present workplace safety as a continuous process and not just a compliance requirement

·        Actively encourage workers to improve safety performance, and recognize improvements

·        Involve the employees in the safety decision making process

·        Use accident investigations as action planning, not fault-finding missions

·        Explain why new safety processes have been implemented and how to measure its success

·        Investigate “near-misses” as indicators of a series of events and not as a one-time or isolated event

·        When accidents or “near-misses” occur look first at why the safety process failed instead of looking to place blame.

Benefit of using a PEO for your Business, for your Employees and for the Government. 

For your business, a PEO:

· Provides experienced professionals in HR, benefits, payroll and risk management.

· Assumes certain employment related liabilities.

· Delivers professional assistance with compliance (payroll, OSHA, EEOC).

· Provides secure Internet access to payroll, benefits and personnel data.

· Provides access to professional HR guidance and materials.

· Manages claims.

· Supplies clear, easy-to-read and professionally written employee handbooks, policies, procedures and practices.

· Improves cost control.

· Delivers access to better benefits.

· Reduces turnover.

· Provides quality benefits and recruiting assistance to attract and retain the best employees.

· Provides you more time to focus on your bottom line.

· Gives you the opportunity to grow your business faster.

For your employees, a PEO:

· Provides access to comprehensive benefits often previously unavailable - 401(k), Section 125 plan, comprehensive insurance benefits, Flexible Spending Plan.

· Delivers on-time and accurate payroll.

· Provides professional assistance with employment-related issues.

· Supplies easy-to-read employee handbooks, policies, procedures and practices.

· Enables more employees to receive statutory protection.

· Improves communication among and between employees.

· Offers up-to-date information on labor regulations, workers’ rights and worksite safety.

· Processes claims efficiently and responsively.

· Enables employees who move from one PEO client to another to avoid loss of eligibility for benefits.

· Provides improved access to payroll information, benefits, personnel data, vacation and sick time accrual, and specialized reports.

· May offer credit union membership and banking privileges.

· Frequently offers exclusive employee discounts and rates on travel, entertainment and services.

For government, a PEO:

· Consolidates several companies’ employment tax filings into one.

· Provides more professional preparation and reporting.

· Accelerates collection of taxes.

· Extends access to medical benefits to more workers.

· Provides access to 401(k) retirement savings opportunities to more employees.

· Improves the communication of government requirements and changes to small businesses and their employees.

· Reduces litigation by resolving many problems before they reach court.

· Allows government agencies to reach businesses through a single-employer entity.

The hot weather has returned to Colorado again this week, be aware of the signs and symptoms of heat stress

Heat stress, combined with hard work, loss of fluids, or fatigue, may lead to more serious heat disorders, disability or even death. It’s wise for supervisors and employee to understand the effects of heat stress, take personal precautions against it, and know its symptoms and first aid treatment.

Physical conditioning can help a lot. The more fit a person is, the lower their heart rate and body temperature, and the more efficiently they sweet.

Hydration, or maintaining plenty if fluids in your system, is critical to avoiding heat stress systems. Hydration is what allows us to sweet and sweet is what cools us. Consume plenty of fluids before, during and after the job.

Don’t drink fluids with alcohol or caffeine, because they increase dehydration. Instead, try to drink at least 8 ounces of water or electrolyte rich "sport drinks" like Gatorade every 30 minutes.

For more information on working in the heat of the summer contact StaffScapes at 303-466-7864. Cover up find the shade and stay cool this summer.

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?

New law gives injured workers a choice of medical provider.

House Bill 07-1176 will affect all Colorado employers as of January 1, 2008. The bill, enacted by the Colorado Legislature, changes the Colorado Workers Compensation Act, requiring all employers to provide a list of at least two medical providers that injured workers can choose from.  The listed providers must be at separate and distinct locations and have no common ownership.  Injured workers must also be allowed to make a one-time change of the treating physician within 90 days of injury as long as maximum medical improvement (MMI) has not been reached.  The injured worker must make a change to one of the other listed providers. If a provider list was not given to the injured worker at time of injury or within the first seven days after, then injured worker will have right to use any physician of their choosing.  A few exceptions apply to this new law for employers in rural areas, employer-owned medical providers, governmental entities, and on-site health care facilities.

For additional information regarding House Bill 07-1176 and its effects, please contact StaffScapes’ Risk Management department.

Update on the new HB 1366 and Pinnacol Assurance’s requirements.

Last week I posted an article outlining the new Colorado requirements that companies in the construction industry must follow regarding subcontractors. After reviewing the rejection of coverage requirements for owners and partners, I questioned Pinnacol Assurance concerning the requirement to complete their Independent Contractor form as well as the Division of Workers’ Compensation’s Rejection of Coverage Form. Unfortunately the answer I received was that the Pinnacol form and the Division’s form are two separate and unique forms and both are required to be completed and filed individually.  I was also reminded that if an Independent Contractor form is not filed with Pinnacol, they reserve the right to charge premiums on any wages paid to the independent contractors.  Also if the Rejection of Coverage Form is not filed with the Division, then they may assess a penalty up to $500 per day.

So, if you are in the construction industry and you have any subcontractors that are waiving workers’ compensation coverage, then you need to complete and file two separate rejection forms.

Are you over-funding your workers comp policy during slow months every year?

With StaffScapes, Inc. pay as you go workers compensation policy you pay only for the actual liability that your employees incurred. Pay only for workers comp on actual hours worked not on estimated that you gave the auditor months earlier. With StaffScapes pay as you go program compensation program that has no pre payment can reduce your cost and improve the over safety program at one time.

Pay as you go Workers Compensation, Safety Programs, Payroll and HR services all in one location.

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.

Designated medical provider change.

As of January 1, 2008 all Colorado companies must give employees a choice of designated medical provider for a work related injury. The listed providers must be at separate and distinct locations and have no common ownership.  Injured workers must also be allowed to make a one-time change of the treating physician within 90 days of injury as long as maximum medical improvement (MMI) has not been reached. 

To learn more about this program or how to comply contact StaffScapes at 303-466-7864

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