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Payroll

April 8-9, 2013
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Payroll Systems incorporate human resource management (HRM) with payroll, tax information, child support, compliance, time and attendance and payroll technology. Stay up to date with the latest Payroll practices, technologies and legislation.

Do you want that competitive edge in your professional space? Do you want to assert your knowledge of current HR topics, trends within your domain? Why not set yourself apart from your peers and get certified with HR.com and the Institutes for Human Resources (IHR).

The Institute for Human Resources (IHR), the certification and accreditation process arm of HR.com, has a program for you! Many HR professionals have a general HR degree or certification with a wide spectrum of HR functionalities learned. The IHR is the only institute that focuses on niche areas within Human Resources. A specialty certification increases your market value, adds value to your work experience, furthers your knowledge, and recognizes you as an industry leader and/or expert in the field.
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Conference Webcast Schedule
speaker
Presenters:
Pam Koller, Regional Sales Director / IHR Facilitator(HR.com)
  

Will this be the first virtual event you have attended? Have you participated within the Payroll Institute before? Are you currently a certified HR professional?

During this short, 20-minute session we will review the progress of the Institute for Payroll to date:
• Introduce the Advisory Board and their roles
• Introduce you to the Institute and the Certification program available
• Help you become an expert in Payroll
• Offer an opportunity for YOU to host an educational session and educate your peers
• Learn why this Institute is important to the Payroll Industry and how you can contribute to its success

If you are new to the Institute for Payroll, this introduction will cover not only our past accomplishments but also explain why you should continue to participate and be a part of this community.

Have you signed up yet? If not, there's still lots of time! Find out what you have missed, and take a look at what is coming up for 2013.

For those with questions regarding the Institute and its content this is your chance to share your ideas.

speaker
Presenters:
Dave Leboff, President(Expaticore Services Llc)
  

The “X” Factors of Expatriate Payroll – Making your Expatriate Payroll Program Perform like a Star is designed to provide the audience with a basic understanding of the expatriate payroll administration function, what it needs to operate effectively and how it interacts with other mobility-related functions. Effective operation of complex multi-country payrolls is essential to the success of international assignments and the overall satisfaction of employees on these assignments. Some of the complexities include split pay, tax equalization, foreign exchange and grossups. An ineffective payroll operation increases risks and costs, and can negatively affect employee satisfaction.
Successful in-country payroll processing professionals must understand the technical aspects of their function, and ensure that the employees are getting paid right and that compliance is being filed timely and accurately. They must also be fully supported by a well-organized global payroll program. That program is run by competent management and answers to a governance team. The governance team connects stakeholders from multiple functions to the expatriate payroll program and allows payroll management to participate in the higher level mobility program decisions that almost always affect payroll administration as payroll is often where mobility policy is ultimately executed. For example, housing costs, tuition payments, assignment allowances, etc. are usually paid and almost always reported via payroll. This presentation will review the components of a healthy program structure.
Those who connect with expat payroll processors including those from HR, the mobility function, tax, legal, immigration, accounting and mobility related vendors (such as relocation companies, tax advisors and consultants) will also learn how their roles affect the expat payroll function so that they can become a more effective partner in the successful operation of the organization’s expat payroll function.
Key expat payroll mistakes to avoid and best practices will be presented as well.
The “X” Factors of Expatriate Payroll – Making your Expatriate Payroll Program Perform like a Star is designed to provide the audience with a basic understanding of the expatriate payroll administration function, what it needs to operate effectively and how it interacts with other mobility-related functions. Effective operation of complex multi-country payrolls is essential to the success of international assignments and the overall satisfaction of employees on these assignments. Some of the complexities include split pay, tax equalization, foreign exchange and grossups. An ineffective payroll operation increases risks and costs, and can negatively affect employee satisfaction.
Successful in-country payroll processing professionals must understand the technical aspects of their function, and ensure that the employees are getting paid right and that compliance is being filed timely and accurately. They must also be fully supported by a well-organized global payroll program. That program is run by competent management and answers to a governance team. The governance team connects stakeholders from multiple functions to the expatriate payroll program and allows payroll management to participate in the higher level mobility program decisions that almost always affect payroll administration as payroll is often where mobility policy is ultimately executed. For example, housing costs, tuition payments, assignment allowances, etc. are usually paid and almost always reported via payroll. This presentation will review the components of a healthy program structure.
Those who connect with expat payroll processors including those from HR, the mobility function, tax, legal, immigration, accounting and mobility related vendors (such as relocation companies, tax advisors and consultants) will also learn how their roles affect the expat payroll function so that they can become a more effective partner in the successful operation of the organization’s expat payroll function.
Key expat payroll mistakes to avoid and best practices will be presented as well.


speaker
Presenters:
Scott Hamilton, President & CEO(Executive Next Practices Institute)
  

Managing the Political, Cultural and Operational Minefields as you begin a new assignment, role or launch a project

In general, leaders and the success of their plans are determined in the first 100 days of their new role or management of a strategic initiative within an organization. The continuing high profile exits by leaders of major organizations make it clear that effective planning both prior to assuming a position and focused, value-based action after onboarding make all the difference in longer term success. Fast changing internal dynamics require leaders to have foresight, insight and act with decisiveness, yet be inclusive and collaborative.

This highly interactive presentation focuses on improved techniques for payroll leaders to maximize success in the first 100 days and beyond of their initiatives and projects. The session includes assessment methods for examining the cultural, political, team and structural issues that the individual must understand and balance- quickly.

In addition, the session will include new techniques on how to transform payroll to a more strategic contributor.
By participating in this webinar session, you will find out how industry leaders use internal engagement techniques to reinforce compensation decisions and align leadership to effective payroll programs.

Among the topics covered are:

• A strategic template for the first 100 days
• How to launch a new payroll/compensation initiative
• Top ten critical mistakes that lead to project failure- and how to avoid them
• Building commitment to your plans in 30 days or less
• 3 new social media tools for use in supporting the new executive or others new to their role
• How to maintain a rolling 100 day plan for maximum executive effectiveness

This session has helped hundreds of leaders navigate their way through the initial stages of their new projects, roles and beyond. It is aimed at mid to upper level managers of organizations (both for profit and non-profit) seeking to improve their personal effectiveness for mutual gain of the executive and the employer.

speaker
Presenters:
Arlene Baker, Trainer(Paycor, Inc.)
  

Your company does not need just another review of ethics for the payroll department. Do you know that people who cause the most ethical problems are the ones that know the ethics code and how they are expected to behave?

The code of Business Ethics is a set of principles that summarizes a Company’s ethical standards. Its purpose is to guide employees in making good decisions in regards to their position.
Payroll ethics have several modules. Everything related to payroll is confidential and this includes communication between the company and outside agencies such as the Internal Revenue Service. Ethics is to be include in all processes in order to be compliant with governing agencies such as state and local taxation and state and federal unemployment laws, The Department of Labor has an impact on how we pay employees and maintain proper record keeping.

Trust is an important part of the payroll department. One of the expectations of an employee is that their personal information will not be compromised. The ethics is to include proper securities to protect the personal information and documentation of an employee’s identity.
Payroll ethics also drive process controls. Think how transaction controls are in place for processing payroll, record keeping and compliance and the payroll staff responsibilities. Do you have payroll audits and payroll account reconciliations conducted on a regular basis?

This presentation will provide you with real world solutions to build and maintain great ethics, while showing you how to spot ethical issues before they develop and what to do when they arise. We will take a look at roadblocks you face every day and how to put procedures in place to head them off.

speaker
Presenters:
Cindy Sparling, Business Development Manager(TFG Card Solutions, Inc.)
  

As a payroll manager, you are faced with many external and internal forces driving your decisions. Although your goal may be 100% direct deposit, you must navigate issues of compliance to reach that benchmark. By putting processes into place that proactively address said issues while streamlining your operations, you will make your life easier. Who doesn’t want that? At TFG Card Solutions, we closely follow issues of compliance surrounding direct deposit and pay cards and will share our collective knowledge in this webinar.

One of the hot topics in direct deposit and pay cards is the status of direct deposit mandate laws. You have more than likely been following the New Jersey's Bill A720. We will cover this legislation in detail as well as provide updates on whispering of similar legislation in other states. We will also discuss the direct deposit mandate map we follow and discuss some of the controversial states (Colorado, for example).

Our second segment will focus on pay cards and direct deposit in the news. We will cover such topics as the aforementioned mandate laws, one free access, pay to the penny, and federal government agencies shifting to direct deposit and/or using pay card vendors to save money. We will also discuss the topics of wage garnishment and state regulation of pay cards.

If your goal is 100% direct deposit and paperless payroll, you will also need a paperless pay stub solution to truly make the shift. We will cover the topic of electronic pay stubs and how to implement a simple, functional system. Discussion will cover options, best practices, self-serve/on-demand option, and issues of compliance surrounding pay stubs.

Finally, our fourth segment will cover the question of how one goes about choosing the best pay card provider. We will educate attendees on what to look for and the right questions to ask. With so many vendors out there, it can be difficult to find the pay card vendor whose services fit the needs of your organization and those of your employees, the cardholder. Furthermore, you want to make sure you go with someone who will provide an easy-to-use implementation program.

Since 2004, TFG Card Solutions has helped over 1,900 US employers of all sizes eliminate paper checks by providing a two-pronged approach: 1) Provide a first rate value offering that employers and employees can be excited about; 2) Assist our clients with effective marketing tools to deliver the benefits of our pay card program and announcing the company's initiative.

We look forward to presenting our experience surrounding issues of compliance in the direct deposit and pay card arena.

speaker
Presenters:
Sue Wells, Senior Consultant(A-lign CPAs)
  

Overview of the SSAE 16 Standard

In April 2010, the AICPA Auditing Standards Board issued the long awaited Statement on Standards for Attestation Engagements (SSAE) No. 16, Reporting on Controls at a Service Organization. The attestation standard was chosen as a result of CPAs providing attestations on subject matter other than the fairness of the presentation of financial statements. Similar to SAS 70, there remain two types of SSAE 16 audits. A Type 1 report is known as a report on management’s description of a service organization’s system and the suitability of the design of controls. A Type 2 report is a report on management’s description of a service organization’s system and the suitability of the design and operating effectiveness of controls.
Management will be called upon to describe their service organization’s system in the report. The description will need to include detail such as the processes describing how transactions are processed and reported to user organizations, the specified control objectives and controls designed to achieve those objectives, along with additional aspects of internal control such as control environment, risk assessment, information and communication systems, control activities and monitoring controls. In the case of a Type 2 report, management should include relevant details of changes to the service organization’s system during the period covered by the description.
Furthermore, management will need to provide the auditor with a written assertion to be included in the service auditor’s report.
Typical Controls Tested a Payroll Company SSAE 16 Audit
Inclusive vs Carve-Out Opinions for controls executed by a third-party provider
Before we get too far into the typical controls, it is important to note that some controls may be outsourced by the payroll company to a third-party provider, and it will be important for the Payroll Company to clarify this when working with a service auditor to define the Scope of the SSAE 16 audit. Two possible ways of handling controls that are outsourced to a third –party are to either include the controls executed by the third-party, thus the audit would be “inclusive” of this third party and the service auditor and service organization would have to obtain agreement with the third party that the third party would sign a management representation letter and assertion letter. As this is sometimes challenging, (because third parties are sometimes reluctant to sign off on the representation letter and assertion letter) the service organization may opt to have the activities performed by a third party “carved-out” of the report. For a carve-out SSAE 16 opinion, the service auditor will merely note in the opinion that these processes are executed by a third party, provide the name of the third-party and note that the report has not included these controls in the testing that was performed.
General Information Technology Controls
Users of a SSAE 16 audit report, as well as user auditors will want to see that the following controls are in place from a technology perspective:

Computer Operation and Network Controls
SSAE 16 report users will want to see that controls are in place to provide reasonable assurance that Computer and Network Operations follow defined procedures and perform authorized and scheduled tasks, such as monitoring systems and networks, taking corrective actions, and creating regular backups for availability. Typical testing performed in this area includes backup operations testing and testing to determine what monitoring systems are in place and how payroll operations personnel are alerted of incidents, and how these incidents are resolved.
Change Management related to Software and Infrastructure introduced to the payroll production environment
For this control area, users are looking to see that the payroll company has controls in place to prevent software changes or any changes for that matter, from being introduced to the production environment that have not been approved, authorized, tested and appropriately documented. Auditors will review testing of new software, and quality review processes related to any change that is introduced to the production environment.
Logical Access
Logical access testing involves determining that the payroll company has controls in place to prevent the unauthorized access to networks, software, systems, and data. Auditors will typically perform testing to determine that access is granted based on an approval process, that access is removed when a user’s access is no longer appropriate (job change or termination) , and that a control is in place to provide for the periodic review of accesses retained by existing employees.
Physical Security and Environmental Safeguards
SSAE audit report users and user auditors will want to see that physical security and environmental safeguards over the Company’s IT equipment, storage media, documentation, and other locations where sensitive customer information may be stored, are in place. Typically testing includes reviews of card access systems, keys, and other methods a payroll company my use to physically restrict access to IT equipment, storage media, documentation or other sensitive customer information. Environmental safeguards testing involves determining that controls related to IT equipment being maintained in a temperature controlled environment, that fire suppression and prevention methodologies are in place and that a reliable or uninterruptible power supply is in place.
Payroll Processing Controls
The following controls are recommended by the American Institute of Certified Public Accountants practice guide titled, Service Organizations: Applying SSAE No. 16, Reporting on Controls at a Service Organization (SOC 1). Accordingly, payroll processing provider’s clients and client auditors will be looking to see that the payroll provider has controls in place in the following areas:Should there be something here or does it refer to the paragraphs below?
Payroll Processing Setup
Users and user auditors of the audit will be looking to see that clients are set up within the payroll system completely, accurately, and timely and according to client requirements. Key control activities in this area include: verifying that clients approve of the setups within the system, that payroll taxes, and other deductions are authorized and set up completely, accurately, and timely, and that related tax and deduction tables are updated completely accurately and timely.
Payroll Data Authorization and Recording
For this area, auditors and users will be looking to verify that controls are in place to provide reasonable assurance that only authorized data is entered into the system, and that the system or processes have edit checks and controls in place to provide reasonable assurance that payroll transactions are processed completely, accurately, and timely. From a system access perspective within this area, the auditor will want to gain reasonable assurance that only authorized users can make changes within the payroll system.
Payroll Processing
Controls should be in place to provide reasonable assurance that processing is scheduled and performed appropriately in accordance with client specifications; and that any deviations from the schedule are identified and resolved timely. Auditors will also look for controls that provide reasonable assurance that payroll deductions and tax withholdings are calculated by the system in accordance with statutory and client specifications.
Reporting
This control area is related to the output of the payroll processing system. Users and user auditors will be looking to see that controls are in place to provide reasonable assurance that payroll checks, statements, and reports are produced completely, accurately, and times, that disbursements of direct deposits are authorized, complete, and accurate. Controls should be in place to provide reasonable assurance that outputs in the form of data transmissions, money movements, and files from the system to outside parties, and to the clients’ banks are authorized, complete, accurate, secure, and processed in a timely manner.
Advantages of Having an SSAE Audit Performed
A payroll processing services provider may wonder why they should have an SSAE audit performed if none of their clients are requesting this. One way that having an SSAE 16 audit performed can benefit a payroll processing services provider, is that having an SSAE 16 audit performed by an external auditing firm can identify areas of control weaknesses, thus providing the payroll provider with the opportunity to remediate this action before an incident occurs, potentially impacting the company’s reputation and client relations.
Another important advantage of having an SSAE audit is related to the payroll provider’s ability to market itself to new customers. Having an SSAE 16 audit allows the payroll processor to display an SSAE 16 seal on its company website, indicating to any potential client who is searching for a payroll provider to immediately see that the payroll company has been examined by an external firm. Finally, many companies who are seeking a payroll processing provider are required to be audited with regards to their own internal controls over financial reporting, and they will require that any payroll processing provider they select have been audited under the SSAE 16 auditing standards.


speaker
Presenters:
Ross Henderson, Chief Operating Officer(Employment Technology Solutions)
  

For employers with U.S.-based operations, there are a number of important credit opportunities that can be used to offset rising employer taxes. These credits are often missed or not pursued to their full potential; however, an optimized credits program can drive very material savings to your organization.

Earlier this year, the Work Opportunity Tax Credit (WOTC) program was retroactively renewed through the end of 2013. Another important recent development for employers is the Quality Stores case which has opened the possibility that employers may be able to claim refunds for FICA tax paid on some severance payments. While not new, the 2010 HIRE Act is still relevant for employers who can retroactively claim it, and post-M&A “Successor Employer” credits may still be pursued for transactions going as far back as 2009.

In this presentation, we will explore the use of best practices to derive maximum potential value from tax credit opportunities.

Credits include
:
-FICA SUB Pay Protective Filings
-Post-M&A "Successor Employer" Credits
-General UI Account Review (Housecleaning)
-Hiring Incentive Programs such as WOTC and the HIRE Act

The approach of the presentation will be to help payroll professionals:
1) assess the effectiveness of their current credit administration (if any);
2) quantify the potential value of credits;
3) do a rough diagnostic to identify which credits may be worth pursuing in terms of likely eligibility and ROI;
4) identify common mistakes to avoid and best practices to help extract full value from their credit programs for maximum $avings.

You will learn:
1) Overview of important employer credit opportunities, including: FICA SUB Pay Protective
Filing, Post-M&A "Successor Employer" Credits, General UI Account Reviews, the 2010 HIRE Act and recently re-authorized Work Opportunity Tax Credits (WOTC) Program.
2) Determine potential eligibility
3) Do a rough diagnostic of potential savings for your organization
4) How to employ best practices to maximize your potential employer credits

All participants will be entered to win a $100 Sports Chalet Gift Card. 1 lucky participant will be drawn and notified of the win.


speaker
Presenters:
Brian Slowik, Vice President Sales & Operations(WEX rapid! PayCard)
  

There are twenty-one million unbanked employees in the U.S., including many who work in full-time, support, temporary or contract roles. Paying these workers with checks is costly and cumbersome for the employer and the employee. In addition, the unbanked and under-banked populations are increasing. Recent changes in the banking environment have resulted in a growth in the unbanked population. A debit card alternative to traditional direct deposit accounts is a cost-free solution. Participate in this webinar and learn more about the advantages of replacing payroll checks with a PayCard program to better serve your unbanked employees. There are many advantages of PayCard solutions; Benefits to the employer include reduced cost, improved efficiencies, and enhanced corporate social responsibility policies. Benefits to the employee include elimination of check-cashing fees, the ability to conduct online banking, the ability to pay bills online, immediate access to their pay, and developing financial legitimacy through a VISA-debit based solution.
The topics we will be discussing include the following:
• Demographics of the unbanked and under-banked population.
• Why demographic and national trends are increasing this population
• Why unbanked employees are a permanent part of the workforce – and why their numbers are increasing
• An understanding of the prepaid segment
• How payroll debit cards work, and how they end the need for checks and check-cashing fees.
• Why there is typically zero cost to employers and employees when implementing payroll debit cards.
• How employees benefit from PayCards – and why HR managers should embrace PayCards as a benefit to their workforce
• Sample questions for evaluating payroll debit card solutions.



Sponsors for this event:

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