Ascentis Blog

Information to help HR and payroll managers, recruiters, and compliance officers become more effective.

Year-End Stressing You Out? This is No Easy Time to Be a Payroll Professional.

At Ascentis, we know that year-end can be a stressful time for payroll professionals. You have critical deadlines to manage and ever-evolving laws and regulations to comply with — not to mention your employees rely on you for both speed and accuracy.  

So register today for a FREE Managing Year-End webinar hosted by Ascentis Payroll and learn some stress-reducing tips and best practices that will make your job easier. Among other issues, we’ll discuss:

  • Reviewing and signing-off on W-2s
  • Completing turnaround
  • Upcoming changes in limits and payroll-related laws in 2011
  • Common year-end procedures and best practices
  • And much more!

Give yourself some peace of mind and don’t miss this opportunity to learn exactly what you need to know for a successful, accurate and on-time year-end process. This webinar will be offered five times throughout the months of November and December — just choose the date most convenient for you (all webinars are held from 10am to noon, PST). Click on a date to register:

Space  is limited. Reserve your webinar seat now. After registering, you will receive a confirmation e-mail that will contain attendance information.

Subscribe to our blog to stay ahead of the game as we release our Webinar calendar for 2011 very soon.

Health Care Reform: List of Preventive Services Without Cost-Sharing Released

The Departments of Health and Human Services (HHS), Labor, and Treasury issued interim final regulations requiring new plans and issuers to cover certain preventive services without any cost-sharing requirements when delivered by network providers. Cost-sharing includes out-of-pocket costs like deductibles, co-payments and co-insurance. Employers should note that these required preventive services do not apply to grandfathered plans.

Under the new rules, services recommended by the U.S. Preventive Services Task Force (USPSTF) will generally be required to be provided without cost-sharing when delivered by an in-network provider in the plan years that begin on or after September 23, 2010 (except grandfathered plans). For recommendations that have been in effect for less than one year, plans and issuers will have one year from the effective date to comply. Thus, recommendations and guidelines issued prior to September 23, 2009 must be provided for plan years beginning on or after September 23, 2010.

Recommendations of the USPSTF appear in a released chart, which can be accessed by clicking here.

Preventive Services to Be Covered without Cost-Sharing
HHS reports that under the new rules, depending on age and plan type, individuals may have easier access to the following preventive services:

  • Blood pressure, diabetes, and cholesterol tests
  • Cancer screenings, including mammograms and colonoscopies
  • Flu and pneumonia shots
  • Routine vaccines ranging from routine childhood immunizations to periodic tetanus shots for adults, including diseases such as measles, polio, or meningitis
  • Counseling from health care providers on such topics as quitting smoking, losing weight, eating better, treating depression, and reducing alcohol use
  • Counseling, screening and vaccines for healthy pregnancies
  • Regular well-baby and well-child visits, from birth to age 21

The interim final regulations also make clear that a plan or issuer is not required to provide coverage or waive cost-sharing requirements for any item or service that has ceased to be a recommended preventive service. For example, if a recommendation of the USPSTF is downgraded from a rating of A or B to a rating of C or D, or if a recommendation or guideline no longer includes a particular item or service, the service is not required to be provided without cost-sharing.

For more on preventive services under the Affordable Care Act, please click here, or view the chart of covered services by clicking here. You can also view a list of covered services for adults, women (including pregnancy) and children by clicking here. To view the interim final regulations, please click here.

To stay on top of HR industry news, trends and best practices, sign up for the Ascentis HR, Payroll and Benefits Newsletter today!

Preventive Services to Be Covered without Cost-Sharing
HHS reports that under the new rules, depending on age and plan type, individuals may have easier access to the following preventive services:

  • Blood pressure, diabetes, and cholesterol tests
  • Cancer screenings, including mammograms and colonoscopies
  • Flu and pneumonia shots
  • Routine vaccines ranging from routine childhood immunizations to periodic tetanus shots for adults, including diseases such as measles, polio, or meningitis
  • Counseling from health care providers on such topics as quitting smoking, losing weight, eating better, treating depression, and reducing alcohol use
  • Counseling, screening and vaccines for healthy pregnancies
  • Regular well-baby and well-child visits, from birth to age 21

The interim final regulations also make clear that a plan or issuer is not required to provide coverage or waive cost-sharing requirements for any item or service that has ceased to be a recommended preventive service. For example, if a recommendation of the USPSTF is downgraded from a rating of A or B to a rating of C or D, or if a recommendation or guideline no longer includes a particular item or service, the service is not required to be provided without cost-sharing.

For more on preventive services under the Affordable Care Act, please click here, or view the chart of covered services by clicking here. You can also view a list of covered services for adults, women (including pregnancy) and children by clicking here. To view the interim final regulations, please click here.

To stay on top of HR industry news, trends and best practices, sign up for the Ascentis HR, Payroll and Benefits Newsletter today!

Enjoy the benefits of SaaS functionality with Ascentis Time

Ascentis Time is a SaaS-based timekeeping solution that offers many advantages for companies of all sizes.  The benefits of automation are realized very quickly as the infrastructure is already built and waiting for your team and your employees.

The SaaS model has been created to minimize the technology effort of your organization – no servers or software is required to install and maintain. Ascentis Time is ”evergreen,” – that is always up-to-date - and all updates are provided as part of the service. The transition is almost effortless, all that’s required is the Web browser of your choice.

Ascentis Time supports many options that employees can use to interact with the system, from interactive electronic touch screen information terminals and bio-metric employee verification terminals, to browser-based access for time stamping or timesheet completion and phone reporting.

Executives, supervisors and administrators may access the application from anywhere at any time to review, edit, approve and report on the up-to-the minute labor information stored there. They can also utilize the built-in work flows to approve or deny requests for time off or have their reports delivered to their e-mail inbox at predetermined dates and times.

For more information about the powerful Ascentis time and attendance solution, please visit our Web site or call 1.800.229.2713.

Interview Questions: What You Need to Know

As hiring begins to rebound, many small businesses may once again be thinking about recruitment and candidate selection. And, of course, one of the most important parts of the process is conducting the interview.

Whether you are a small business owner who conducts your own interviews, manager of a department or experienced HR professional, the following is a quick “refresher” on the do’s and don’ts related to interview questions.

Questions you may ask

Interview questions should be job-related, and provide insight into the candidate’s ability to perform the essential functions of the position you are filling. They can also provide certain information about the interviewee. Some examples of acceptable job-related inquiries include:

  • Job Requirements: desired position, salary, full time or part time, date of availability to start.
  • Essential functions of the job: Essential functions are the fundamental job duties that the employee must be able to perform on his or her own or, in the case of a person with a disability, with the help of a reasonable accommodation.
  • Willingness to travel.
  • Educational background.
  • Skills: word processing, computer languages, etc.
  • References.
  • Eligibility to in the United States

Questions to avoid

Because of the numerous federal, state, and local anti-discrimination laws that govern the employment process, direct and indirect inquiries concerning an interviewee’s race, color, religion, sex, national origin, age, disability, genetic information, military service, or any other protected class status should be avoided. In addition, some states have strict limitations on pre-employment inquiries about criminal backgrounds, in particular, arrests not leading to convictions. Questions to avoid include:

  • How old are you?
  • What is your nationality? Or what is the origin of your name?
  • What is your race?
  • Were you or are you currently disabled?
  • Are you taking any medications?
  • What is your religion?
  • Have you ever been arrested?
  • Do you have a drinking problem?

Interviewing in Compliance with the Americans with Disabilities Act

The Americans with Disabilities Act (ADA) goes one step further than the traditional civil rights laws that prohibit employment discrimination on the grounds of race, sex, age, or other protected classes. Under the ADA, it is not enough that an employer simply does not discriminate. Employers must, under certain situations, also take steps to make “reasonable accommodations” for individuals with disabilities. To avoid charges of discrimination, employers should also adhere to the following guidelines when interviewing applicants with disabilities:

  • Prepare for the interview by clearly understanding the essential job functions of the position in question.
  • Employers may ask about an applicant’s ability to perform specific job functions. For example, an employer may state the physical requirements of a job (such as the ability to lift a certain amount of weight, or the ability to climb ladders), and ask if an applicant can satisfy these requirements.
  • Employers may ask about an applicant’s non-medical qualifications and skills, such as the applicant’s education, work history, and required certifications and licenses
  • Don’t ask questions about an applicant’s disabilities.

Additionally, many state civil rights agencies have their own guidelines on pre-employment inquiries based on both federal and state nondiscrimination laws. Be sure to check on any additional restrictions your state may impose on job interview questions.

For more information on the ADA compliant interview, please click here. To view a list of state labor offices, please click here.

To stay on top of HR industry news, trends and best practices, sign up for the Ascentis HR, Payroll and Benefits Newsletter today!

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