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PAYTIMES
Volume 5, Issue 1 Summer 2006
PAYTIME, THE PROFESSIONAL PAYROLL SERVICE
Celebrating 25 years of service
Passing the silver in search of the LA Dodgers defeated the NY Yankees Although much has changed in 25 years,
gold. (4-2) in the World Series. remaining passionate about superior
customer service is one cornerstone in the
Time for a quiz. In what year did these MTV debuts on cable TV with “Video Paytime philosophy that will not change.
things occur: Killed the Radio Star”. Technology has probably seen the biggest
Ronald Reagan inaugurated as Pacman, Donkey Kong, Frogger, changes (besides my hairline). Just in the
President. Galaga video games are introduced. past year we started offering our web based
payroll (Payentry), employee self service,
1st space shuttle mission – 1st flight of Raiders of the Lost Ark is the top and more. We believe we offer more than
space shuttle Columbia. grossing film. just great technology. We offer a great
experienced staff working together to fulfill
John Hinkly attempted to assassinate Christopher Cross wins the Song of
your payroll processing needs.
President Reagan. the Year award with “Sailing” and the
Album of the Year award with 25 years is a notable milestone in any
Sandra Day O’Conner nominated as “Christopher Cross” (My kids don’t relationship. Whether business, or personal,
first woman on US Supreme Court. even know what an album is!). 25 years of togetherness is achieved through
Prince Charles marries Lady Dianna. listening, adapting, serving, persistence and
steadfast integrity. Paytime employees
After 19 years presenting the CBS I suspect that you may have guessed attempt to follow all of these touch points as
Evening News, Walter Cronkite signs it by now but the year was 1981! It they relate to fellow staff members within
off for the last time. was a year with much excitement. For Paytime and toward Paytime clients. Thank
Paytime, it was the year we opened you for the past 25 years. We are honored
The first IBM PC is introduced. for business! 25 years ago Mary Ann to have you as our client and want you to
(Running an Intel 8088 processor and Shamis, John Nasea and a few others stay with Paytime for at least the next 25
16KB of memory, WOW!) in the accounting industry decided it years! We are on our way to the gold.
was time to create a payroll company
The FDA approves the use of that revolved around customer Always feel free to reach me at X106.
aspartame (Nutrisweet). service. Ever since that early
beginning, Paytime has focused on Sincerely,
Oakland Raiders defeat Philadelphia
Eagles (27 – 10) in Super Bowl XV. providing superior customer service. Robert Gialamas, President
Health Insurance Plans
By Mary Ann Shamis, PAYTIME Director of Finance
Back twenty-five years ago when we New as of January 1, 2004 Health help in finding account providers.
started doing payroll it was a pretty Savings Account s (H.S.A.’s) are
straight forward task. Basically there available to individuals who partici- Health Reimbursement Arrange-
was Gross wages and the regular pate in an employer sponsored health ments (H.R.A.’s) are similar to
taxes of Federal, Social Security, plan with a high deductible. The cafeteria flexible spending accounts
State and City to be concerned with. deductible limits for these accounts but are funded with only employer
Through the years there have been for 2006 are a minimum of $1050 for contributions. The accounts are used
many changes. 401k plans came single coverage and $2100 for family to reimburse medical expenses not
about in the eighties, cafeteria plans coverage. The contribution limits are covered by other insurance. The
in the nineties, along with direct $1050 to a maximum of $2700 for employer funds a set amount of
deposit options and a host of many single and $2100 to a maximum of dollars and there are no limits
other deductions. The latest change $5450. Employers may also contrib- involved. The employer also takes
to payroll and employee deductions ute to these employee accounts. a deduction for contributions paid
has involved many options for Contributions to these plans are to cover remitted claims.
controlling health costs. These tax-deductible and withdrawals are These H.S.A. and H.R.A. plans may
changes are affecting employers tax-free if used for qualified medical be used in conjunction with other
and employees. Health Savings expenses. Individuals may open an plan offerings. All of these plans are
Accounts and Health Reimbursement account at a bank or financial institu- c om p l e x t o u n d er s t an d. W e
Arrangements are becoming more tion offering the plans. In a recent recommend getting advice from your
and more popular as an option to Cleveland Plain Dealer article two accountant or insurance provider
control these health costs. web-sites, www.hsainsider.com and before making any changes to
www.hsafinder.com were sited for your company health plan.
Page 2 PAYTIMES
Seasonal employment of minors doesn’t
have to cause headaches
By Carol Heiss, CPP, PAYTIME Tax Department Manager
With summer quickly of the Fair Labor hours that 14 and 15 year
approaching, many Standards Act (FLSA) olds can work, most states
Paula Nisenson,
employers will be looking restrict the type of restrict hours on all employ-
for seasonal employees, employment for minors ees under the age of 18.
Farewell, Paula!!
and students will be under the age of 18.
looking for summer jobs. Minors may not work in a FLSA does not require
The employment of job that the Wage and employers to keep work
minors comes with its Ho ur Divi sio n has permits or employment
It is with mixed emotions that we certificates, but many
at PAYTIME bid our Paula a fond own unique set of deemed as hazardous,
challenges, so be sure such as mining, logging, states do require the
adieu. Faithfully serving our
clients since March of 1992, that you are on top of the m eat packing, and employer to maintain
Paula has seen many changes in regulations before the working with dangerous copies authorizing the
payroll procedures. employment of minors.
summer arrives. machinery.
For more information on
“The client would call in the hours Workers who are 14 or c hi l d l ab or , go to
Collect information first
and I would write it down in pencil
15 years of age can www.youthrules.dol.gov.
on green and white 11X14 paper; Since there is often high
then I’d give it to the keypunch work in a variety of
turnover with seasonal non-hazardous jobs while Avoid penalties
person; the checks would print out positions, it is important to
on continuous feed paper.” they’re not in school, but Penal t i es for non-
get all of the required their hours are restricted
Paula says the most challenging paperwork at the very com pl i anc e can be
to the following: severe. For each violation
thing for her during her 14 years beginning of employment.
was learning to use the computer. Each employee should be No more than three hours of federal child labor law,
The first payroll system was a asked to complete Form the Department of Labor
on a school day.
DOS based system written in
W-4 (Employee’s (DOL) can assess civil
FoxPro. There was still no A limit of 18 hours in a money penalties of up to
manual check “wizard”, so all Withholding Allowance
school week. $11,000. FLSA also
manuals and gross ups had to be Certificate) and Form I-9
(Employment Eligibility provides for criminal fines
calculated by hand, using the No more than eight hours of up to $10,000 for
Circular E. Verification). Verify the on a non-school day.
em pl oyee’s social willful violation of the Act.
Her most memorable time with us A limit of 40 hours in a For a second conviction
was when we threw her a 60th security number by
looking at their social non-school week for willful violation they can
birthday party, where the theme assess a fine of up to
was shoes, shoes, shoes. And security card and be sure These 14 and 15 year old $10,000 and imprisonment
those of you who know Paula, to use their name as it workers are not permitted
know why the theme was shoes, appears on the card to for up to six months.
to start work before 7 States may also impose
shoes, shoes! prevent name/SSN mis- a.m. and may not work p en al t i es f or non-
Paula and her husband, Walt will matches from the Social past 7 p.m. (except
Security Administration. compliance of state labor
soon be moving from Beachwood, between June 1 and laws.
OH to Estero, FL where they plan Labor Day when they
to settle down close to friends. Seasonal employees
should be paid through may work until 9 p.m.). Enjoy the season
She said she once swore that
she’d never move to Florida, but payroll (not “under the Workers who are 16 or 17 Seasonal employment is a
then their friends did. For that, table”) and they should be years old have no hour fact of life for many compa-
and health reasons, they decided paid at least the federal restrictions. nies, but it doesn’t have to
Florida was the place after all. minimum wage (currently make life miserable for the
While the FLSA provides
Some of Paula's clients have been $5.15), unless the state guidance on child labor, payroll department. By
with PAYTIME as long as she minimum wage is higher. most states have their collecting the required
has. Her words to them are, “I’m The employees are own laws governing documents and following
leaving you in good hands”. subject to federal and employment of youth the child labor laws,
Paula, we wish you the best of
state un em ploym ent under the age of 18. employers can ensure a
luck as you begin this exciting taxes and worker’s When there are both headache-free
new chapter in your life! compensation insurance. FLSA and state laws, the summer.
Know the laws law that is more strict
applies. While federal
The child labor provisions law only restricts the
VOLUME 5, ISSUE 1 Page 3
What is human resources? How can a company benefit by
outsourcing this critical function?
By Richard J. Hughes, CEBS, President & CEO of MagnaHR—a company that specializes in HR outsourcing,
administration and strategic consulting services.
Recently, I was asked to Staffing & Recruiting and What is Strategic HR? maintaining the database
speak at a COSE (Council Training & Development. of training and develop-
of Smaller Enterprises) Then, there are those Strategic HR are those ment courses and
seminar about human areas that may or may activities that continually allowing employees to
resources (HR). I was told not be part of the HR “raise the bar” on the enroll on-line, etc. HR
that the title of the seminar department such as Payroll, internal talent of the administration is a nec-
was HR ABC’s and that I Safety and Workers’ organization. This includes essary evil but does little
was to touch on those Compensation. Here, while finding and hiring the next to support the company’s
areas of HR that were these functions may be part great top talent, providing goals and objectives.
important to small and mid- of the HR function, they may training and development
sized or g an i z at i ons . also report to Finance opportunities to the current What’s the Solution?
Puzzled, I asked them ( P ayr ol l) , workforce, helping managers
O p er at i o n s /
become better leaders, If you look at the annual
which parts of HR weren’t Manufacturing (Safety) and/ awards such as Inc’s 100
important to these organiza- or Legal/Risk Management managing the performance
improvement process, etc. Best Places to Work or
tions? I wondered if smaller (Workers’ Compensation). ERC’s North Coast 99
companies had less HR Here, HR is a business
Which HR Functions partner right along side then you’ll see that the
issues than their larger majority of successful
counterparts. Ultimately, Should Be Outsourced? Finance, IT, Legal, Marketing
and Operations helping the companies are those
we determined that there Now that we have a company make business that are employee-centric
really ar en’t an y general understanding of decisions that support both and have great strategic
unimportant aspects of HR, human resources, we can the short and long-term goals HR initiatives and are
only those areas that may determine which functions of the company. not always driven strictly
be more important at any should be outsourced and by the financial side
given moment due to a which functions should What is HR of the business. You’ll
compliance issue or a crisis r em ain in-h ous e an d Administration? also notice that these
situation. whether or not they have companies tend to have
What is HR? a dedicated HR function. HR administration deals better long-term financial
In order to answer this w i t h the day-t o-day results since they truly
B ef or e we go on, question, we must first look transactions that are value their most important
we should establish a at the size of the organi- necessary to pay people assets, their employees.
d ef in it i on f or hu m an zation In simple terms, all properly and remain in
resources. According to organizations should focus compliance with the various W hat’s the solution?
Diction ary.com, human on their core business and rules and regulations. This The solution is that while
resources is, “the persons outsource the non-core includes the HRIS, time and HR administration is
employed in a business or functions if they can be attendance tracking, payroll necessary, the real value
organization; personnel.” done better, faster, or processing, benefits admini- in HR lies in those
As this definition highlights, cheaper by someone else. stration, employee questions, initiatives that help to
the original term for The advantage of out- etc. In today’s environment, “raise the bar” on the
the department that is sourcing for companies many of these functions can internal talent within
responsible for the manage- without a dedicated HR be automated by allowing the organization. And,
ment of the people side function is that they can employees to review and if you find that HR isn’t
of the business was focus on their core update data using a web highly valued in the
Personnel. Over time, this business while allowing portal or other Employee organization, then I’ll bet
has gone through several their outsourcing partner Self-Service (ESS) applica- that it’s because HR
iterations including Human to improve the overall tion. For example, using administration is consum-
Resources, Human Asset delivery of HR to the an electronic timekeeping ing too much time and
M an ag em ent , H um an organization. The benefit system that’s integrated effort leaving little to no
Capital, People Manage- for larger companies with with payroll, allowing time to focus on those
ment, and several other a dedicated HR function is employees to update their strategic HR initiatives
buzzwords preferred by the that they can allow their own personal data such that can really add value
big consulting firms. Next, internal HR staff to focus on as addresses, emergency to the organization so it
we need to id ent ify the strategic aspects of HR contacts or beneficiary may be time to bring on
the functional parts of HR leaving HR administration in d es ig n at i on s , e n ab lin g an outsourcing partner.
s uch as B en efits & the hands of t h e ir employees to make their This way, you can do what
Compensation, Employee outsourcing partner. own benefit selections as you do best and outsource
& Labor Relations, new hires or at the the rest!
Performance Management, annual enrollment window,
Since 1981
You may contact any of our management team at the following extensions:
Rob Gialamas, President …...106
John Nasea, Director of Sales….107
Joetta Humphrey, General Manager….110
Carol Heiss, Tax Department Manager….113
Q: What is EFTPS & How do I enroll?
Q: If I am not utilizing the phone. EFTPS offers you You will instruct EFTPS to statement will confirm the
“Full Tax Service” at the convenience and move the funds from your payment was made.
Paytime but I am mandated flexibility of making your tax account to the Treasury’s
to pay my federal taxes payments through the account for payment of To use EFTPS you must
electronically, how do I Internet, or by phone 24 your federal taxes. Funds first enroll. To enroll or for
more information online
enroll in the EFTPS? hours a day, 7 days a will not move from your
week. By 8:00p.m. (E.T.) account until the date you visit www.EFTPS.gov or to
A: EFTPS is a tax pay- at least one calendar day in indicate. You receive receive an enrollment form,
ment system provided free advance of due date, you immediate acknowledge- call EFTPS Customer
by the U.S. Department of access EFTPS directly to ment of your payment Service at
Treasury. Pay federal taxes report your tax information. instructions, and your bank
electronically on-line or by 1-800-555-4477.
PAYTIME 2006 HOLIDAY Payentry.com and Employee Self Service (ESS)
SCHEDULE By John Nasea, PAYTIME Director of Sales
INDEPENDENCE DAY: Would you like to have quick, Payentry provides completely
easy and secure access to your secure access to your corporate
Tuesday, July 4th payroll information made avail- payroll and human resource
LABOR DAY: able to you almost any- data. The customizable payroll
where? Would you like the op- entry screens make payroll entry
Monday, Sept. 4th portunity to offer your employees quick and easy. Files from time
access to their personal payroll clocks can also be imported.
STAFF RETREAT: information? If you answered The pre-process register gives
Friday, Nov. 3rd yes to either of these questions you the opportunity to approve
you may be interested in Pay- your payroll before you submit it.
THANKSGIVING: time’s web based payroll and Payentry has over 60 standard
human resource systems, reports, and a powerful and very
Thursday & Friday, payentry.com. easy to use custom report writer.
Nov. 23rd & 24th Payentry is a web-based payroll Offering your employees access
CHRISTMAS: and human resources manage- to Paytime’s ESS, gives them
ment interface that makes payroll the ability to view their personal
Monday, Dec. 25th and HR as easy as 1-2-3. payroll information. ESS gives
Em ployees c an us e t h e each employee secure access
employee self service interface to only their employee data,
to easily view their data. including dem ographics,
Security is not a problem earnings, deductions, taxes
because Payentry uses 128 and prior checks.
www.paytime.com bit SSL encryption and no
additional software is needed. Please feel free to contact me
The best feature of Payentry is for more information on these
that it is available anytime and services and pricing at X107.
anywhere for your use.
EDITOR: Jennifer Clemens
EDITOR IN CHIEF: Joetta Humphrey
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