HOW WAS PAYCOR SELECTED AS THE SERVICE

Transcription

1 PAYCOR FAQS

2 HOW WAS PAYCOR SELECTED AS THE SERVICE PROVIDER? Representatives from all provincial dioceses were involved in the selection process over the course of three months. Requests for Proposals sent to a dozen payroll service providers, with three responses. Paycor was the unanimous choice because of the ease of use, system security, company reputation, customer service, and price. Paycor was recommended to the MCC Board of Directors who endorsed this selection.

3 WHAT IS PAYCOR S CUSTOMER SERVICE LIKE? You will have a dedicated conversion representative named Gerri Smith. You will work with her directly throughout the conversion process. Once you have converted, you will have 24/7 access to tech support. You will also have access to a dedicated representative Monday Friday, 8 a.m. 5 p.m. Paycor has converted the payroll systems of 8 dioceses around the country and is currently converting three in Michigan. They have tremendous experience and understanding of how churches and dioceses are organized.

4 HOW WILL PAYCOR INTERFACE WITH THE MCC BENEFITS SYSTEM? The MCC Benefits system will draw data directly from the Paycor payroll system starting in Units on Paycor will no longer need to enter payroll data into the MCC gateway, eliminating that redundancy. This will keep an accurate salary report for the unemployment, worker compensation, and pension systems.

5 ARE UNITS REQUIRED TO USE PAYCOR? Units are not required to use Paycor. However, in the coming months, units that run their payroll through Paycor will interface much more smoothly with the MCC system. This will eliminate extra steps and the potential for human error that occurs when items are rekeyed.

6 WHAT ARE THE SYSTEM REQUIREMENTS?

7 HOW WILL PAYROLL TAXES BE PAID AND FILED? Paycor will use the most up to date federal, state, and local tax tables to automatically calculate payroll taxes for your employees. The federal, state, and local taxes will be paid directly by Paycor. Paycor assumes the liability for any problems associated with payroll taxes not being paid timely.

8 HOW WILL EMPLOYEES GET PAY STUBS AND W-2 FORMS? Employees will be given a secure log on to access their pay stubs and W-2s. Employees with smart phones may also download the mobile app and access these via their smart phones. These forms are provided in a.pdf format and can be printed. W-2s will be processed according to all updated federal reporting requirements.

9 WILL PAYCOR ALLOW 1099 CONTRACTORS? You can pay your contractors through the Paycor payroll system. They will be set up as independent contractors and their annual 1099s can be processed through Paycor as well.

10 HOW WILL WE PROCESS NEW HIRES? All new hires can be set up in Paycor on the day they are hired, with the information set up immediately. Paycor will also file the state required new hire reports automatically. All employee benefit selections will be set up as well such as insurance, 403B, and flexible spending accounts. In 2014, the Paycor system will interface directly with the MCC benefits system, eliminating the need for paperwork sent to the MCC regarding benefits.

11 HOW WILL WE MAKE EMPLOYEE BENEFIT CHANGES? All benefit changes are done in the Paycor system. You may change tax withholdings, change health insurance deductions, add or delete dependants, change marital status, change home addresses, update emergency contacts, etc. These changes are all effective immediately within payroll. You will still need to send required paper documents to MCC as appropriate. In 2014 the changes made in Paycor will automatically be updated in the MCC benefits system as well, without the need for paperwork.

12 CAN EMPLOYEES GET PAYCHECKS? Paycor provides paperless options that are more secure than paychecks. Employees can: Direct deposit directly into an employee s checking or savings account(s). Benefits include: Peace of Mind: Funds reach the employee bank account the day the pay is issued. No need to cash a check or worry about getting the check when away on vacation or out sick. Simplifies banking: Employee can distribute funds into multiple accounts at multiple financial institutions. No cost of checks. If employer issues checks, there is a fee.

13 CAN EMPLOYEES GET PAYCHECKS? (CONTINUED) Paycards are a pay option available to all employees, regardless of credit history. The account is an FDIC-insured account and can be sued at ATM and point-of-sale (POS) terminals accepting PIN transactions to withdraw cash and make purchases (works like a debit card). The account also allows for pre-authorized bill payments. Card is owned by the employee, not the employer so it is portable. Employee will receive a monthly statement. Employees will have 24 hour phone or internet access to account balances Can have multiple pay cards issued in multiple names, for example, to spouse or children away at school.

14 WHAT ABOUT MULTIPLE PAY CYCLES? The Paycor system can handle setting up multiple pay cycles. If you have some employees who are paid bi-weekly and others who are paid once per month, or any other combination, you can maintain those pay cycles with Paycor.

15 WHAT ABOUT EMPLOYEES PAID OUT OF DIFFERENT DEPARTMENTS OR AT DIFFERENT PAY RATES? Paycor supports paying one employee from different ledger accounts and at different rates. This is a set-up per employee and can be modified at any time as necessary. An employee s pay can also be docked in any payroll if the employee takes unpaid time off.

16 WHAT HAPPENS IF EMPLOYEES DON T SUBMIT THEIR TIME? You can pay the employee as if they worked their regular hours, and then adjust their time off balances later if necessary.

17 IS THERE A TIME AND ATTENDANCE COMPONENT? Yes, Paycor provides a time and attendance module as part of the full package. There is an additional fee for this module of $2.25 per employee per month. The T & A module allows for employees to enter their time electronically via the internet. Then the supervisor approves it electronically and submits it. This makes the timekeeping paperless and provides an electronic tracking system. Paycor also provides electronic time clock systems for employers who prefer to use that time keeping system.

18 WILL THE PAYROLL SYSTEM MAINTAIN TIME OFF BALANCES? The payroll system will be set up according to your time off policies. The payroll system will maintain and update time off balances for each employee s vacation, sick and personal leave. If a unit uses the time and attendance module, it has the ability to provide a time off request process that will alert an employee if he/she tries to request more time off than what is in the balance. The time and attendance module also provides supervisors the opportunity to view the current balances for direct reports.

19 WHAT IF THE INTERNET GOES DOWN? Units will be able to call in payroll if the internet goes down. You are also able to access your account from any computer with internet access, so if the internet is down at your unit, you might be able to access a computer from a neighboring parish or your home. Simply log into your account, and process payroll.

20 HOW WILL PAYCOR GET DATA FROM THE UNITS? Paycor representatives will work closely with each unit to collect the preliminary data they need to set up the unit. Paycor can use the data pulled into spreadsheets from most of the common accounting platforms. If you aren t using an accounting software system, Paycor will provide an Excel spreadsheet so that you may enter the required data and send it electronically to Paycor. The lead time is about 6 weeks.

21 HOW WILL PAYCOR INTERFACE WITH EACH UNIT S GENERAL LEDGER? Paycor will gather your general ledger data prior to your go-live date. The Paycor payroll system fully integrates with the majority of accounting software platforms. The information will be loaded and verified with each unit before the go-live date.

22 WHAT ABOUT REPORTS? Paycor has very rich reporting capabilities, that may also be customized to suit your needs. The program is intuitive and very easy to use, with many common reports pre-loaded and ready to use. Paycor provides a customer service representative to assist if you need help using the reports or customizing them to meet your specific needs.

23 CAN PERSONNEL DOCUMENTS BE STORED IN THE PAYCOR SYSTEM? The HRIS module of the Paycor system allows for storage of documents that can be made available to all employees, such as local unit policies. The HRIS module also allows for the storage and record of performance reviews, scanning in documents such as W-4s, beneficiary forms, health insurance forms, etc. The HRIS module communicates in real time with the payroll module. The optional HRIS module has an additional cost of $1.77 per employee per month.

24 HOW SECURE IS THIS SYSTEM? See additional handouts to find answers regarding the security of the system.

25 HOW MUCH DOES PAYCOR COST? MCC will absorb the initial implementation costs for each unit. The costs are calculated based on the number of employee payrolls processed each time. The payroll component has a flat fee of $10 per payroll and then $1.15 per employee. See attached worksheets to help you determine cost.

26 HOW MUCH WILL I SAVE? Processing payroll in Paycor is more time efficient than a manual system. The time and attendance module makes it even faster and less likely for errors to occur. Paycor ensures that all of your taxes and payroll garnishments are filed accurately and on time, eliminating late fees and penalties. The paperless process eliminates the need to print checks, pay stubs, W-2s, and 1099s, saving time and money. Because the system is web-based, it is convenient to access, from your computer or smart phone. Payroll can be processed outside of work and employee can access their pay stubs and W-2 information at their convenience.

27 HOW MUCH WILL I SAVE? (CONTINUED) In 2014, units that use Paycor will not be required to double enter salary and hours information for all employees in the MCC system. The scheduled hours for employees as well as their reported salary will be reported directly to MCC. Employee reimbursements can also be run through the payroll system, eliminating the need to process reimbursement checks.

28 Paycor Security Statement Purpose Systems security and data safeguarding are of the utmost importance to Paycor. Paycor systems are designed and managed to provide the necessary security. This document describes the policies and procedures in place to guard the following systems and your data from unauthorized access as well as recovery if data is lost: Paycor Payroll and Online Services (including Internet Entry, Online Reporting, Employee Online Check Stubs, and HR Performer). If you have any questions concerning the security of your data, please contact our Security Administrator at Security Paycor has taken the necessary steps to ensure your data is protected in accordance with industry standards. Paycor s servers are hosted and managed internally at our corporate headquarters in Cincinnati, OH. No access to any Paycor system is available to a user until that person is logged in and authenticated. All user sessions are maintained via SSL / HTTPS to ensure that all data passed between the browser client and Paycor servers is encrypted during transmission both from and to the client. When necessary, data file transfers are password protected, encrypted and maintained via Web Services to ensure that all data passed between client and Paycor servers is protected both from and to the client. All source code is specifically designed and extensively tested by Paycor to ensure data security. Authenticated users are granted access only to the applications and functionality for which they have permission. All requests and actions within the system are checked to verify that the user does in fact have permission for that particular application as well as the requested action at that time. All uploaded files are stored in a non-public directory and are not accessible via a direct URL. All requests to view or download these files must be authenticated by the Paycor system. Data Archival & Backup To ensure that no customer data is lost, Paycor performs daily backups of its database, uploaded files and source code. The backed up files are then burned to CDs on a routine basis, which are stored offsite rather than at Paycor s corporate headquarters. Paycor also maintains both an onsite power generator at its corporate headquarters (data center) and a fully operational offsite, disaster recovery center. Updated 6/12 Copyright Paycor, Inc.

29 Paycor Disaster Recovery Overview IT Perspective The primary objective of a Disaster Recovery Plan is to enable an organization to survive a disaster and to reestablish normal business operations. In order to survive, the organization must assure that critical operations can resume normal processing within a reasonable time frame. Please note that this Disaster Recovery Overview is a continually changing document and is subject to change. The Data Center Paycor s primary data center located in its Cincinnati, Ohio headquarters is protected by redundant Kohler diesel generators, redundant power feeds, dual fiber entrances into the building, and a Liebert/Carrier air conditioning system. The datacenter also employs a card reader access system and digital video recording cameras for physical security. All server equipment is manufactured by HP, storage provided by EMC. Annual maintenance contracts are maintained on all mission-critical equipment. Paycor engages a national accounting firm to conduct a SOC 1 audit of its payroll services on an annual basis. The Disaster Recovery Facility Paycor leases space in a co-location facility from a national telecom provider outside the loop in northern Cincinnati. This facility is approximately 25 miles from the primary datacenter at Paycor s corporate headquarters. The co-location facility is protected by a diesel generator, UPS system, redundant HVAC, fire suppression, digital video recording and biometric hand scanners for controlled access. All core production servers and storage are duplicated at the DR facility. All equipment is installed in locked racks dedicated to Paycor. The Network Paycor s Wide Area network is an MPLS network that connects our Tier I processing offices (Cincinnati, Jacksonville, Kansas City) and Tier II sales offices (Dayton, Columbus, Indianapolis) with our co-located disaster recovery site. In the event of a declared disaster at the primary datacenter, servers will be brought on-line at the DR facility. Payroll processing and distribution will be handled by the surviving Tier I locations through the MPLS WAN connectivity to the DR facility. Ancillary core services such as tax filing and electronic transmissions will be handled by re-located operations staff in the Tier II cities. All network equipment is manufactured by Cisco and covered by annual maintenance contracts. The Data Paycor s client data is replicated near-real-time to the colocated disaster recovery facility using best of breed Storage Area Networks and redundant replication appliances. The data replicates across a secure private network. Our RTO (Recovery Time Objective) for basic payroll processing is 4 hours and our RPO (Recovery Point Objective) is 30 minutes. In addition, critical production files are incrementally backed up to tape on a nightly basis. Full tape backups occur every weekend and are picked up by a data records management company weekly and stored at their facility which is near the DR facility.

30 Paycor Security Frequently Asked Questions Q: Does Paycor have an independent audit of its financial statements? A: Paycor financial statements have been audited annually since 1993, always with an unqualified opinion. Q: Does Paycor have a SOC1 audit? (Also referred to as an SSAE 16 audit. Formerly known as a SAS 70audit) A: Paycor engages a national public accounting firm to perform a SOC1 audit on an annual basis. The auditor s report describes and tests controls related to Paycor s payroll processing services for the period December 1st November 30th. The current year s report is generally issued in early January of the following year. Q: Does Paycor segregate funds it holds for clients from its operating funds? A: Yes, Paycor completely segregates funds held for clients from the Company s operating funds. Q: How does Paycor invest client funds? A: Funds held for clients are invested according to a Board of Directors-approved investment policy. The objectives of that policy in order of importance are credit quality, liquidity and return. Paycor is also monitored by an audit committee composed of members from its Board of Directors. Q: Are funds held for clients reconciled on a daily basis? A: Yes, Paycor performs daily reconciliations of all funds held for clients. Q: What other controls does Paycor have in place? A: Paycor maintains the following separate departments to ensure proper controls and segregation of duties : A separate tax department managed by operations for filing client payroll taxes. An ACH department in charge of electronic fund transfers. A credit department to monitor and reduce Paycor s ACH and other financial and operating risk. An independent accounting department with personnel whose sole responsibility is daily, monthly and quarterly reconciliation of all client fund accounts. A corporate treasurer and risk manager who oversees continuous enhancement and compliance with financial controls. In addition, Paycor maintains the following controls: No access to check printing facilities by personnel who process payroll or interact with clients. An information security program in compliance with the Gramm-Leach-Bliley Act to protect confidential customer information and to respond to incidents in a timely manner. Regular IT system audits by external third party security experts. Secure access to all processing facilities. Locked shred bins throughout its processing facilities. Multiple firewalls, antivirus/malware protection, web filtering and other multi-layered security technologies. Q: Does Paycor have protection against employee theft and fraud? A: Yes, Paycor carries commercial crime insurance of $10,000,000 to cover Paycor employee theft of client funds and an Errors and Omissions policy of $1,000,000 per occurrence with a $3,000,000 aggregate. Q: Does Paycor have a disaster recovery/ business continuity plan in place? A: Yes, Paycor has a disaster recovery and business continuity plan, both of which are reviewed and tested throughout the year. Paycor s data is replicated to an offsite hosted facility in near real-time, and Paycor maintains redundant processing centers in three cities. Data is also backed up to tape nightly. Paycor s Data center and headquarters are protected by two diesel powered generators that automatically turn on in the event of a power failure.

31 Payroll Processing Paycor Number of Employees Per Pay Period Annual 1 $11.15 $ $12.30 $ $13.45 $ $14.60 $ $15.75 $ $21.50 $ $33.00 $ $67.50 $1, $96.25 $2, $ $3, $ $3, $ $4, $ $6, $ $7, $ $9, Assumptions: Annual fee is based on 26 pay periods per year. Payroll process will be paperless. No delivery fees. No phone or fax service One direct deposit for each employee. No wage garnishments or new hire reporting. Only one State filing. General ledger interface for each payroll. Payroll - Year End and Quarterly Tax Reporting Annual Cost Number of Employees Paycor 1 $ $ $ $ $ $ $ $ $ $ $ $ $ $ $722.00

32 Payroll Processing Fees - pricing shown as per employee/retiree per pay Payroll Fees Michigan Catholic Conference Paycor Per Employee per payroll $1.15 Base Fee per payroll $10.00 Delivery of payroll reports and check and vouchers Tax Deposits - Federal, State and Local Check signing, stuffing, direct deposit At Cost Included Included New Hire Reporting and Electronic Filing (per new hire) $3.25 Adhoc Report Writer Downloadable Reports Online Pay Statements, tax forms Online PR reports Labor Distribution General Ledger Interface Included Included Included Included Included Included Electronic Child Supports (per Child Support payment) $2.21 Year End Tax and Quarterly Reporting Fees Year End Reporting & W2s/1099s: Per Employee $2.33 Base Fee $23.00 Quarterly Tax Reporting, Federal, State, Local Included

33 Michigan Catholic Conference Paycor Time & Attendance Paycor HRIS Per Employee per month $2.25 $1.77 Online Time Off Requests/Approvals $0.45 FMLA Administration Fees for timeclocks/hardware (if necessary) $99 per month per clock Time and Attendance One-Time Implementation/Set-Up Fee etc. Configuration, employer rules, employee data conversion, Varies based on complexity Varies based on complexity