Ascentis Blog

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

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What is it Worth to You?

When considering automating payroll and time and attendance, many employers balk when they ask themselves how much the system will cost to implement.  In the current regulatory enforcement-focused and litigious business environment, the answer may be entirely pragmatic: how much money do you not want to pay in a wage and hour investigation or lawsuit?

 

The American Payroll Association (APA) perrformed a study in the early part of the last decade that has become a benchmark for return on investment estimates when automating payroll and time and attendance systems.

 

The APA study found that employee time theft, where employees clock in late, clock out early and take long lunches and breaks, averages 10 minutes per employee per day; payroll personnel take 5–6 minutes to reconcile and calculate each time card each pay period; human error costs 1%–8% of total annual gross payroll. Using these three statistics, a Washington Business Journal article estimated the annual savings of automating the payroll process for a 25 employee company that paid an average wage of $10 per hour amounted to $8,400.

 

A different study estimated that the cost of unearned paid time off (PTO) averaged a conservative estimate of half a day per employee per year. Unearned PTO occurs when employees take advantage of manual time off tracking systems to take time off they haven’t earned.

 

Combining this fact with the APA’s findings and assuming full-time work with no overtime, employers who use manual payroll processes may pay an estimated additional 3.4% in effective wages to each non-exempt employee compared with their raw hourly wage rate. So, an employee earning federal minimum wage of $7.25 per hour could effectively cost an employer $7.50 per hour.

 

These raw estimates make a very effective case for automating payroll and time and attendance.   Once implemented, the savings compound. (See how much by using this webapp.) Employers get back most of the 5–6 minutes per timecard per pay period, which gives time back to payroll and HR to focus on other strategic initiatives that save more time and increase productivity.

Employee’s preparing for a wage and hour lawsuit? Now there’s an app for that.

Today, the DOL released an iPhone application geared at employees who want to independently track their own hours and wages, to make sure their employers are compliant with appropriate regular and overtime pay.

According to the iTunes page for this FREE application, “This is a timesheet to record the hours that you work and calculate the amount you may be owed by your employer. It also includes overtime pay calculations at a rate of one and one-half times (1.5) the regular rate of pay for all hours you work over 40 in a workweek.” The DOL adds a disclaimer for the application, stating “DOL is providing this App as a public service. The regulations and related materials reflected in this App are intended to enhance public access to information on DOL programs. This App is a service that is continually under development and it does not include every possible situation encountered in the workplace. The user should be aware that, while we try to keep the information timely and accurate, there will often be a delay between official publication of the materials and their appearance in or modification of this App.”


With an average of 450 employment related lawsuits every single day, and with 57% of companies being named as defendants in at least one employment related lawsuit in the last five years, applications like this make it even easier for employees to know if and when they are not being paid properly, and gives them easier access to report violations. This iPhone app is free to download, but for employers who don’t have a timekeeping solution in place, not having that solution could cost them millions.

STOPPING POTENTIAL VIOLATIONS IN THEIR TRACKS

Employers: It is critical that your company have in place a timekeeping solution like Ascentis Time which prevents violations of wage and hour laws by ensuring that requirements are automatically monitored and fulfilled. The best defense against an alleged violation is an accurate reporting system and automated documentation of everything related to each employee.

READ: Google Sued over unpaid overtime.

READ: AT&T settles class action misclassification suit for 12.5 MIL

READ: Apple settles Enginners FLSA suit for 1 MIL

Ascentis Time is a part of Ascentis’ full suite of fully integrated human capital management solutions, including Ascentis HR, Ascentis Payroll, Ascentis Recruiting (soon to be released), and Ascentis Self Service.

SWOT Away your Labor Issues

When you put together your annual business plan, you probably do a Strengths, Weaknesses, Opportunities, and Threats (SWOT) analysis to determine how your company is different from your competition and what actions will keep your business going and growing. But, the biggest threat to your business may be the one thing to which you are paying the least attention.

Based on recent regulatory and court activity, wage and hour litigation is the single greatest threat to your continued business success according to this article on compensationcafe.com.  Misclassification, wage theft and other issues require as much attention from businesses as product, pricing and promotion.

Wage and hour litigation is expensive – costing companies up to double and triple damages plus fines plus attorneys fees. While income from operations usually comes in incrementally, wage and hour settlement payouts are a large sum hit on the bottom line. This can not only devastate an organization it can bankrupt it, affecting every single member of that company.

So, how much attention are you paying to your employment practices? Have you performed a SWOT analysis? What are your strengths? Your weaknesses? Where do you have opportunities? What issues pose the greatest threat?

Conducting a compliance audit is a great opportunity to identify and eliminate your unwritten employment policies and practices. Research best practices through discussions with human resources professionals and your legal counsel and make a plan to implement them.

Stay informed about the latest in HR and payroll news, trends, best practices and evolving legislation. Sign up for the monthly Ascentis HR, Benefits and Payroll News.

Wage Theft: A Two-Way Street? Or is it Three?

By: Howard Lennie

There has been a lot of recent Internet coverage on the subject of wage theft. Just some of the headlines include: “Paterson signs Wage Theft Protection Act”, “Wage Theft: Thou Shalt Not Steal From Your Workers”, “Workers Rebuilding New Orleans Face Rampant Wage Theft”. Even a quick search of YouTube shows over 200 results for videos related to wage theft. It’s an important topic to workers and employers alike.

Most of the stories tell of employers who “steal wages and overtime” from their employees by misappropriating tips, asking people to work off the clock or not paying minimum or living wages.

The reader is left with the impression that wage theft is strictly an employer misdeed and that employers are conniving miscreants who do not want to fairly pay workers.

“Our nation’s workers deserve full and fair compensation, and this Administration is committed to ensuring that they receive it,” said Hilda L. Solis, U.S. Secretary of Labor, in a recent press release. A lot of employers agree and pay workers their due wage. The Department of Labor’s (DOL) Spring 2010 Regulatory Agenda Narrative confirms this belief.  “Fortunately, many employers and other regulated entities have a culture of compliance. Their ordinary, day-to-day business practices include protecting workers against safety and health hazards, assuring workers benefits and family leave, and paying workers the wages and overtime to which they are entitled, among other aspects of “good jobs.” Like the millions of ordinary citizens who pay their income taxes every year without ever coming into contact with the Internal Revenue Service, these compliant employers and other regulated entities should be congratulated for their responsible behavior. No government intervention in their workplaces is required to achieve compliance.”

Yet there is another form of wage theft gets little attention in today’s employee-friendly regulatory environment. Employee wage theft has become rampant within the US. A quick search of headlines across Google yeilds almost two million results.  A very common form of employee wage theft, called buddy punching, is just as illegal and unfortunate as the well-publicized employer wage theft.

What’s interesting is the chasm between the recourse available to the respective victims. When an employer discovers wage theft, their recourse is to dismiss the employee without any real opportunity to recoup the lost wages. Rare is the case that the law becomes involved. However, when an employee claims wage theft, they can file for class action status and cost the employer double damages, fines and lawyer fees, the total cost of which can potentially run into the millions of dollars in high profile cases.

And there may be a third form of wage theft that does more harm to the economy by removing money for reinvestment. As irresponsible as a wage-stealing employer or employee is, the settlements of large lawsuits have far greater consequences when money is siphoned out of local economies when legal fees are paid to out of state law firms and fines are collected into federal coffers. The result is an extension of unemployment because of lost opportunities to create jobs.

Employers who victimize workers should be punished for their misdeeds. But the painting of the entire business community with broad strokes colored by a small percentage of toxic employers perpetuates a bad economic environment.

Implementing an automated time and attendance system with biometric data collection can help economic recovery by eliminating wage theft in all its forms. It stores an accurate record of time punches from which employees can be fully and fairly paid and and shows clear documentation of compliance. Both of which employers can have on hand to greet plaintiff lawyers or investigators from the DOL when they come knocking on the door.