Category: Management

Considerations for Hiring Seasonal Employees

Posted on by counterpoint1

Updated 4/26/26

Every year as summer approaches, many businesses look to meet heightened demand during their busy season by hiring seasonal employees. Others seek to employ college students who are on break as a way to build their talent pipeline and help augment their workforce. Whatever the reason, bringing on temporary workers comes with challenges and considerations. Here is what companies need to know when hiring seasonal staff.

Interns

Communicate compensation expectations with prospective interns, clarifying whether the position is paid or unpaid, and if there are additional benefits such as stipends or bonuses. If the internship is unpaid, ensure it meets federal and state requirements, including the “primary beneficiary” test used to determine whether the internship is primarily for the benefit of the intern.

Outline compensation details, including hourly rates or fixed amounts, ensuring interns understand their financial arrangements before accepting the position.

Ensure the intern understands the role by providing clear expectations and goals, and by outlining responsibilities. If the internship is part of the intern’s educational program, you may need to coordinate requirements such as coursework or confirmation of academic credit eligibility.

Foster a supportive environment that promotes growth, learning, and professional development, while also protecting their rights. While internships are a great way to scout future talent, be sure to communicate that there is no guarantee of employment following an internship. 

Worker Classification

Just like with permanent employees, you need to assess whether your seasonal staff are independent contractors or employees based on labor law guidelines. Proper classification determines pay structure, tax obligations, and eligibility for overtime.

Employees classified as exempt must meet both salary basis and duties tests and are not eligible for overtime pay. Non-exempt employees are generally paid hourly (or may be salaried but non-exempt) and must be paid overtime based on 40 hours in a workweek (in most states), subject to applicable federal and state law. 

Minimum Working Age

Be aware of both the Fair Labor Standards Act and state’s laws whenever employing people under 18 years old. As a general rule, federal law sets 14 years old as the minimum age for employment and limits the number of hours worked by minors under the age of 16, with additional restrictions on certain job duties for workers under 18.

Health Benefits

Seasonal workers are not typically offered company health insurance, 401(k), or other benefits commonly extended to full-time employees. However, eligibility may vary based on hours worked and applicable law.

When determining whether you are an applicable large employer (ALE) under the Affordable Care Act (generally 50 or more full-time employees, including full-time equivalents), it is important to properly track seasonal employee hours. A seasonal employee is generally defined as someone hired for a position that is intended to last six months or less and is tied to a recurring annual period of need.

Time Off Policies

Finally, make sure seasonal workers have your employee handbook and time off policy and understand how to request it. Be aware of state-mandated sick leave, which applies to seasonal and part-time workers as well. 

Are you hiring seasonal employees? Whether you’re looking to bring on board temporary or permanent, full-time staff members, we can help. Contact us today.

Does Your HCM Solution Need an Upgrade? Ask These 8 Questions

Posted on by Susan Prebola

When was the last time you evaluated your human capital management (HCM) solution? If your organization is like those studied by Bersin by Deloitte, it’s likely you’ve had the same system in place for nearly a decade. According to the report, companies tend to upgrade or replace their core HCM technology every 7-8 years and when they do it’s a massive change.

For many companies, the mindset is often: “If it’s working fine, why change it?” With so many advancements in the world of HCM, there is no need to settle for “fine.” HCM software not only keeps track of your employee’s information, but robust systems also handle recruitment, performance management, attendance tracking, compensation, benefits administration, work force analytics, scheduling, and more. Cloud-based solutions eliminate the need for software upgrades, provide self-service tools, allow for complex reporting, and give you access to your data from anywhere at any time.

Every organization has its own unique needs when it comes to workforce management. But as businesses grow, even seemingly simple tasks become more complex. What has worked for years, may now benefit from an upgrade.

If you’re not 100% confident in your solution, we’ve identified eight questions to ask yourself to determine the next steps.

Do you need to access multiple systems to get the information you need?

Find yourself piecing together data from various systems to accomplish a single task? There is a better way. With a modern HCM platform, all common HR tasks are accessible from one platform, with a single database, accessible from a single login. No more exporting and importing necessary.

Are you drowning in paperwork?

Your solution should act as an electronic filing cabinet. All documents associated with an employee are stored in one place. Since data is never purged, you can always go back and pull a document quickly on any current or former employee.  

Does onboarding overwhelm your new employees?

Starting a new job is scary. The last thing you want to do is bombard your new hire with forms on their first day. With a robust HCM system you can send out, retrieve the new employee’s electronic signature, and collect all documents. All this can be automated and accomplished before your new employee sets foot in the door. Simply put, onboarding is made simple.

Is your HR department inundated with administrative requests?

If your HR staff spends most of their day fielding questions from employees and tracking PTOs, seek out an HCM solution that provides self-service features. With self-service, employees and managers have 24/7 access to request, view, and approve time off, update personal information, view pay history, manage benefits enrollment, communicate with each other, and more.

Are you noticing a surge in administrative errors?

With a single database you enter employee information only once. Doing so not only saves time, there’s less opportunity for error.

Do you dread open enrollment?

Your solution should simplify the benefits enrollment process. With it, employees can easily compare plans and make elections from anywhere (thanks to self-service.) Smart systems can identify once a dependent ages out of a plan, and remove them automatically from eligibility.

Are confident that your company is compliant with all labor laws?

This is one area where you should not settle. Failure to adhere to labor laws can be costly and detrimental to success. With a modern solution you can build the reports you need to make critical decisions, identify trends, recognize trouble spots, and gather the employee data you need to analyze your organization’s compliance.

Are you able to control access to certain data?

You should be able to. A sophisticated HRIS gives you the ability to set administrative permission levels for all users. When logged in, they can only see the information they have been granted access to.

Ready for an Upgrade?

When it’s time for a change, consider Counter Point HCM. Our state-of-the-art cloud based HCM solution simplifies all of your workforce management needs. And it’s scalable so it grows with you. To learn more, request a call today!

4 Tips to Effectively Manage Employee Time and Attendance

Posted on by jess

It’s vital for every organization to accurately manage employee time and attendance. Tracking time off is a key function of every HR department. It ensures that all employees are fulfilling their obligations, and that the employer is accurately compensating them in accordance with the law.  

To help you go about it the right way, we have identified the following tips to manage employee time and attendance.

Know the Law

The first step in managing employee time and attendance is creating a compliant workplace policy. To do so, you need to be proficient in the laws that govern time off.

This can be challenging considering the complexities of ever-changing employment law, yet it’s imperative. Failure to do so can have costly consequences. In fiscal year 2023, The U.S. Department of Labor Wage and Hour Division recovered over $274 million in back wages and damages for more than 163,000 workers nationwide.

Where your company is headquartered, where your employees work, whether they are exempt, non-exempt, full- or part-time, all have an impact. Familiarize yourself with the laws that affect your organization. New Jersey employers should pay particular attention to the following laws governing the state:

  • Earned Sick Leave
  • Worker Classification
  • Wage and Hour
  • Wage Payment
  • Family Leave

Create and Communicate Your Policy

Creating a time and attendance policy is just the beginning. You need to ensure that it’s clear and effectively communicated to your team through your employee handbook. State your expectations for attendance in it, and the procedures that employees need to follow to use their time off. Include the potential consequences for those who violate the policy.

You also need documentation that the information was received by your employees. An important step is requesting that all employees sign an acknowledgment that the handbook has been received and read. In the event of an audit, your handbook and these acknowledgements could serve as crucial documentation to protect your organization. An HR Information System (HRIS) is a valuable tool for collecting this information.

Utilize a Reliable Time and Labor Management Solution

The Society for Human Resources Management (SHRM) offers advice for avoiding costly penalties related to wage and hour violations. In addition to training managers and conducting periodic wage and hour audits, SHRM recommends maintaining accurate timekeeping and record keeping practices through robust time and labor management technology.

According to federal law, employers are required to retain specific records containing timekeeping data, and payroll information. With cloud-based time and labor management solutions important records are readily available, should you be called upon to produce them.

Relying on manual processes and spreadsheets to calculate employee time and attendance is not only inefficient, it puts your organization at risk. A fully integrated solution helps you collect, manage, and process your employee’s time data with ease while safeguarding your organization from litigation.

Discover Counter Point’s Solution

Find out how your company could benefit from a fully integrated time and attendance solution. Request a call today!

Compliance Alert: Beneficial Ownership Information Report

Posted on by Susan Prebola

Updated September 22, 2024

Beginning in 2024, small businesses that fall under the definition of a reporting company are required to file a Beneficial Ownership Information Report (BOIR) with the U.S. Department of Treasury’s Financial Crimes Enforcement Network (FinCEN).

The BOIR aims to shed light on criminal activities that threaten national security, fair business competition, and our financial system. The reporting system is designed to minimize the burden on small business owners.

What You Need to Know

The BOIR provides information about the ultimate owners or controllers of companies. It helps track beneficial ownership, which includes details about the entity, its beneficial owners, and, in certain cases, information regarding the person who actually filed formation documents with the state.

The deadline for reporting for new entities formed after January 1, 2024 is 90 days from the date of registration or creation.

The deadline for reporting for entities that were already in existence before January 1, 2024 is January 1, 2025.

FinCEN provides guidance on deadlines, exemptions, and how to file. 

Compliance is Essential

According to the Corporate Transparency Act, the BOIR is an essential tool for promoting transparency and accountability in business ownership. Failure to comply can result in penalties, including:

Civil Penalties: Companies that do not submit the required BOIR or provide false information may face civil penalties. These penalties can be substantial and may vary based on the severity of the violation.

Criminal Penalties: In cases of willful non-compliance or deliberate misrepresentation, criminal penalties may apply. These can include fines and even imprisonment.

Business Disruption: Non-compliance can disrupt business operations. Financial institutions may refuse services to companies that fail to provide accurate beneficial ownership information.

Reputational Damage: Public knowledge of non-compliance can harm a company’s reputation. It may affect investor confidence, business relationships, and overall trust.

Legal Action: Authorities can take legal action against non-compliant entities. This may involve investigations, court proceedings, and legal expenses.

To keep up with updates and alerts related to the Corporate Transparency Act, subscribe to FinCEN updates.

We Can Help!

Counter Point is pleased to announce that we now have a BOIR filing system, powered by Licenz. Through this partnership, we can confidentially and securely help business owners prepare, submit, and track BOIR filings.

With over 30 years of experience working with small businesses, Licenz’s team proactively manages a company’s risk profile to avoid compliance concerns, including those related to BOIR filing. Complying with BOIR requirements can be complex and labor-intensive. This solution ensures peace of mind by saving valuable time and minimizing the risk of costly errors. To learn more, send an email to info@counterpointhcm.com today!

Compliance Alert: 2023 EEO-1 Component 1 Data Collection

Posted on by Susan Prebola

What you need to know:

The U.S. Equal Employment Opportunity Commission (EEOC) announced on February 26, 2024 that the 2023 EEO-1 Component 1 data collection will open on April 30, 2024. The deadline to file all 2023 EEO-1 reports is June 4, 2024. The EEO-1 help desk will also be available starting April 30, 2024 to answer any questions about the 2023 collection.

Background:

The EEO-1 Component 1 report is a mandatory annual data collection that requires all private sector employers with 100 or more employees, and federal contractors with 50 or more employees meeting certain criteria, to submit workforce demographic data, including data by job category and sex and race or ethnicity, to the EEOC.

The help you need:

All updates about the 2023 EEO-1 Component 1 data collection can be found at www.eeocdata.org/eeo1.

To learn more about how Counter Point can help support your compliance, request a call today!

Avoiding Time Theft Within Your Remote Workforce

Posted on by jess

Right now, as you’re reading this article, an on-the-clock employee is binge-watching their favorite show. Another is walking their dog. And another is taking a nap.

All employees, even your top performers, are guilty of time theft from time to time.

Time theft, when an employee accepts pay for work and time that they didn’t work, is easy to spot when employees are present on the worksite. Mindless scrolling of social feeds, socializing with coworkers, and taking longer-than-allowed breaks are visible signs a worker has mentally checked out.

However, when it comes to remote workers, it’s not as easy to see, but it’s happening. According to a survey conducted by the Bureau of Labor Statistics, employees who worked at home report doing so for 5.4 hours on days they worked vs. 7.9 hours for those who worked at their workplace.

Working Hard vs. Hardly Working

Just because your employees are sitting in front of their laptops, it doesn’t necessarily mean they are working effectively. In fact, taking periodic work breaks throughout the day can boost well-being and performance.

But how much downtime is acceptable? Followers of the 52/17 Rule, work intently for 52 minutes, then take a break for 17 for optimal productivity. This popular hack is proven effective in the workplace.

Studies show that employees who take frequent breaks are more productive than those who don’t. If that’s true, then employees only need to actively work for 5 ½ hours of an 8-hour workday.

Time theft becomes a problem when it impacts productivity. So how do you know when your remote employee is taking advantage of the situation? These are signs to look out for:

  • The employee isn’t responsive to calls and emails
  • The employee is late with assignments or their work is sub-par
  • You been receiving complaints about the employee’s performance from clients and colleagues

Avoiding Time Theft 

Fortunately, there are ways to deter time theft among your remote team. Here’s how.

Encourage accountability

Create an environment of accountability to ward off time theft. Keep your remote employees engaged by building a sense of community, providing ample feedback and recognition, and investing in their development. Demonstrate that out of sight doesn’t mean out of mind.

Establish a policy

All workforces with remote or flexible working models should have a formal work-from-home policy. In addition to legal rights and security protocols, the policy should clearly communicate expectations for employee availability and responsiveness, along with methods used for measuring productivity. The policy should be included in your employee handbook.

Utilize time and labor management software

Integrated time and attendance software makes it difficult for employees to steal time. With Counter Point HCM’s time and labor management solutions, you can track and monitor your employees’ meals, breaks, and overtime, calculate and manage comp time, track employee locations when they clock in and out, monitor errors, and manage other time policies for complete and accurate timecards.

If your company could benefit from time and attendance software, request a call today!

3 Signs You Should Reconsider Your Payroll Solution

Posted on by jess

Whether you have been with your payroll provider for 10 months or 10 years, if you are not completely satisfied with the service you are receiving, it may be time to move on.

There’s no doubt you’ll feel apprehensive about making a switch. After all, not only will you have to shop around for a new solution, but you’ll also have to transition to a new system.  

Don’t let the fear of conversion prevent you from seeking a better solution. Staying with your current provider and technology simply for the sake of avoiding change will only make things worse over time.

Are your concerns valid? Check out the following 3 indicators that it’s time to make a change:

Your Process is Prone to Errors

Did you know that just two payroll errors will send almost half of your team out looking for a new job?

Getting payroll right is essential to employee morale and your business. If your payroll provider is constantly letting problems slip through the cracks, avoiding them completely, or “fixing” them only to become ongoing issues that don’t fully get resolved, then it’s time to look elsewhere.

You need a fully responsive and professional payroll provider that is eager to help you with your problems and has your best interest in mind.

Your Process is Cumbersome

If you find yourself relying on spreadsheets, or having to piece together information to run payroll, you need to question the processes you have in place.

Many modern platforms offer an all-in-one solution that includes time and labor management. These systems collect, manage, and process your time data, which flows right into payroll for a seamless experience.

There are many benefits to having an integrated timekeeping payroll solution. Not only is payroll processed more quickly with accuracy and ease, but an integrated solution can also help maintain your compliance with employment laws that require documentation of employee time.

You’re Not Sure Who to Call When You Have an Issue

If you find yourself waiting on hold so long with your payroll provider that you start rockin’ out to the hold music, then you might have a customer service issue.

Your payroll provider should promptly address your needs regardless of the issue. Whether it’s urgent or a run-of-the-mill matter, they should handle it with ease and communicate with you throughout the process.

Being transparent and offering a timeline for resolving the problem is crucial. If you don’t know what’s going on, it can cause unnecessary anxiety and frustration.

Don’t waste another minute feeling frustrated, proactively research new solutions. Ask a trusted advisor, friends in the industry, or read reviews online to help guide your decision.

Invite prospective providers in for a demo. Talk to them about your concerns and ask them what they will do differently. Most importantly, hold the new company to your expectations.

Although any change can be unnerving, for the sake of your business, it may be time to make the switch.

Check us out. Discover what Counter Point has to offer by scheduling a meeting today.  

5 Tips for Efficient and Reliable Payroll

Posted on by jess

Payroll is the lifeblood of any organization. Ensuring employees are compensated accurately and on time fosters trust and morale within the workforce. It also plays a crucial role in maintaining compliance, as accurate payroll processing ensures adherence to tax laws and labor regulations. Payroll is a complex and time-consuming process, but it’s imperative to get it right. 

Here we present five tips to achieve accurate payroll and streamline the process, to help keep your employees happy and your company out of court.

Get Organized 

There are a lot of due dates, tasks, reports, etc. to keep track of when processing payroll. Find a system for organization that works for you. This could be a calendar, weekly or monthly planner, or a simple to-do list.

Having a visual reminder of what is coming up can help you avoid missing a deadline and help you handle all payroll tasks more efficiently. This step is important to avoid penalties, interest charges, and compliance issues.

Simplify Your Policies and Procedures

There are many policies that contribute to payroll—attendance, paid time off, expense reimbursement, and commissions, to name a few. Review your current policies to ensure they are clear and concise. By making an effort to simplify your policies, while complying with all labor laws, you can make the process easier for you and your employees.

Develop documented payroll procedures outlining each step of the process, including data collection, verification, calculation, and distribution of paychecks. Clear procedures help maintain consistency and reduce errors.

Provide Electronic Pay Stubs

Foregoing paper stubs by providing direct deposit with online pay stubs can save your company time and money. Although employers in many states can’t make direct deposit mandatory, the benefits for both employers and employees make it an appealing option.

Aside from convenience, electronic pay stubs minimize errors, ensuring accurate wage calculations and tax withholdings. They are also safer and more secure. Electronic pay stubs are encrypted and stored securely, reducing the risk of theft, loss, or unauthorized access to sensitive payroll information.

Keep Up with Changes

Legislation affecting payroll and taxes is ever-changing, so you need to keep up to date on all relevant laws affecting your organization. The IRS typically releases new information in early December for items in the coming year, such as tax withholding changes, new benefit charts, or deduction amounts and new W forms.

Know what these items are and what deadlines you will have to meet throughout the year.

Utilize Technology

Leveraging payroll software and technology can deliver huge benefits. These solutions can streamline payroll processing, automate repetitive tasks, and reduce manual errors. Choose a reliable provider that aligns with your organization’s needs and offers robust reporting features. Intelligently connected platforms can address other human capital management (HCM) needs like time & labor management, benefits administration, onboarding, talent acquisition and management, and more within a single solution.

If processing payroll is keeping you from focusing on the bigger picture, or if you’re reconsidering your current solution, click here to request a call today!

Predictive Scheduling and the Workplace

Posted on by counterpoint1

Add a shift or lose your job.

Sadly, many workers are faced with this dilemma on a regular basis due to unpredictable scheduling practices.

On-call, just-in-time, or tentative scheduling means that an employee could be called to work a shift, or asked to stay late, without adequate notice. Most commonly used in the retail, food service, restaurant, and hospitality industries, these practices are desirable to many employers, but take a toll on workers who must juggle the demands of their personal life and an erratic work schedule.

A large percentage of the workforce is affected. According to a recent study of nearly 30,000 hourly workers in large U.S. retail and food service chains (known as the “Shift Project”), 63% of respondents received less than two weeks’ notice of their work schedules.

An End to America’s Scheduling Crisis

The Fair Workweek initiative seeks to put an end to these practices and what they have labeled “America’s scheduling crisis.” Across the country, states are adopting predictive scheduling laws, a result of the Fair Workweek movement.

Laws vary by jurisdiction, but generally include:

  • Schedules must be posted before the first scheduled shift (generally 7-14 days)
  • Extra pay must be provided to workers if an employer changes the schedule after it is posted, what is known as “predictability pay”
  • Employees need adequate time off between shifts unless the employee volunteers to work during the rest period
  • Employers must keep scheduling records for a certain time period

The Impact of COVID

The COVID crisis has had an impact on many employment laws, including those related to predictive scheduling. The industries these laws affect are among the hardest hit sectors of the pandemic.

The crisis delayed some laws from becoming enacted, including those in Philadelphia and Chicago. It has also affected the enforcement of these laws. While some contained an exception for threats, natural disasters, and pandemics, others were up for interpretation. 

Technology Eases Fair Scheduling Requirements

Workforce management technology helps organizations create predictable, balanced schedules. Robust shift and scheduling features, like Counter Point’s Scheduling, will become important as employers need shift tracking functionality to comply with these laws. 

The technology behind this feature helps employers draft and post schedules, receive notifications of change requests, with the ability to approve or reject. Workers are notified of schedule changes, can adjust their availability, pick up or swap shifts.

To learn more about Scheduling, schedule an appointment with a Counter Point HCM Consultant today.

Remote Attendance Policy Dos & Don’ts

Posted on by counterpoint1

Creating an attendance policy is essential for every business. It establishes expectations for working hours, attendance, and paid time off. It’s easier to uphold such a policy when you’re able to see the productivity within the office. But what about when you now have a remote team?

A remote working option can be beneficial to employees as much as employers, as long as there are clear expectations and guidelines. Which is why having a solid attendance policy is key to success. 

Flexible schedules and a greater work-life balance is very appealing. For managers however, it comes with its own set of challenges. Monitoring if schedules are being followed, if remote employees are “showing up” during the workday, and if productivity is high are all crucial assessments for success. 

In this article we address the importance of creating an attendance policy for your remote team. 

Tips For a Time & Attendance Policy for Remote Teams

As flexibility within the workplace continues to increase, your workforce may contain a mix of in-person and hybrid teams. Strict adherence to attendance policies will help enable communication between co-workers, as well as efficient productivity.

Clearly outlining what’s expected of your employees will better equip managers for handling situations when employees fail to adhere to these guidelines.  

Detailing everything related from:

  • Working hours
  • Attendance
  • Paid time off
  • Time tracking

Establish Clear Working Hours and Expectations

Remote employees are said to work 1.4 more days per month than in-person employees.  This can lead to an overworked and burnt-out team. Clear expectations of working hours should be set not just to make sure employees are working enough but to make sure they aren’t overworking themselves either.

A best practice is to mirror the regular in-office work day, which is typically 9am-5pm. If you value work-life balance, there should be an expectation of a set number of hours employees are expected to work. 

Maintain An Attendance Policy

Managers do not have the option to pop into someone’s office and inquire about projects when working with remote teams. It is important to implement an attendance and availability policy. 

You shouldn’t feel like you’re hunting down employees by sending numerous emails and messages, waiting for replies and updates. Make sure everyone knows when to be available and how to communicate. Additionally, employees should be aware of the approval process for taking time off from work. Employees can’t simply use a slow day “working from home” to disappear for the day. 

When working from home, employees should still be entitled to personal and sick days, but an approval process should be in place. The ability to prepare for when an employee will be absent from the day will help others to fill in the gaps. 

Provide Time Tracking Guidelines

All employees should understand how to track their working hours and guidelines should be given for:

  • How employees should track their time
  • When employees should submit their tracked time
  • What to do if employees are working outside of their scheduled working hours
  • Employees should be made aware of any repercussions due to falsified information

Time and labor management technology allows for accurate payroll, ensuring employees are correctly paid for the time they work.

Avoid Workforce Management Problems

Businesses have been using time and attendance policies for years and implementing such guidelines are essential for employee and companywide success. Streamlining these processes, even if they need to be updated, will help remote employees manage their time and productivity. Managers can eliminate any confusion or problems within the workforce by enforcing these policies and ensuring everyone understands the requirements. 

Need Help with Time and Attendance Within Your Business? Request a call today!