FAQs

Never worry about deadlines, regulations, or tax filings again. Our Payroll & Tax Administration services ensure seamless financial operations for your business.

Q: What is the responsibility of a PEO for paying unemployment taxes?

A: PEOs are responsible for filing unemployment taxes on behalf of their clients, but the client is still responsible for paying the taxes. This includes collecting and remitting state and federal unemployment taxes, as well as ensuring that employees are classified correctly for tax purposes.

Q: How can a business ensure that their PEO is filing unemployment taxes correctly?

A: Businesses can verify that their PEO is filing unemployment taxes correctly by reviewing their payroll reports and tax filings. And again, choose a PEO with a proven reputation and commitment to compliance.

Q: What is the first step when partnering with Diversified Employee Solutions?

A: When partnering with Diversified Employee Solutions, one of the first actions we take is to run the first payroll. This step involves coordination between the HR account manager, the client, and the HR team.

Q: What happens during the needs assessment and expectation review?

A: After signing the contract or agreement, our HR account manager and team schedule a meeting with the client to understand their needs, priorities, and expectations. This includes important items such as employee handbook updates or I-9 compliance verification. Clear communication ensures accurate understanding of requirements.

Q: What employee information is required for the payroll process?

A: For PEO clients, every employee needs to complete a new employee onboarding file, including forms such as I-9, E-Verify, tax forms, direct deposit, proprietary documents, work opportunity tax credit, and demographic profile. ASO clients have minimal requirements, including tax forms and direct deposit forms.

Q: How is the entered employee information reviewed for accuracy and completeness?

A: Once employee files are completed, our HR team enters the information into the PRO software system, meticulously reviews details, approves I-9 forms, e-verifies them, and uploads relevant documents to employee profiles. A comprehensive audit is conducted by the payroll team to ensure accuracy and completeness.

Q: What accounting requirements are needed for seamless payroll setup?

A: From an accounting perspective, various information is required, depending on whether the client is an ASO or PEO client. For ASO clients, we need EIN (Tax ID) and POA forms for the IRS, state account numbers for withholding and POA, state unemployment numbers and rate with POA, any local taxation account numbers with POA, and deposit frequency for all tax accounts. PEO clients have fewer requirements, including EIN (Tax ID), state unemployment number and rate with POA.

Q: How long does the process take?

A: The timeframe for completion varies based on the complexity and client cooperation level.

Develop and communicate effective policies based on your company’s unique needs, current government legislation, and industry best practices. Our Human Resources services empower your workforce.

Q: How can working with a PEO save me time?

A: By partnering with a PEO, small business owners can delegate HR-related tasks and responsibilities, freeing up time to focus on core business activities. These include all the tasks we listed above and more.

Q: How can a PEO help me save money?

A: A PEO can help small business owners avoid costly fines and penalties associated with non-compliance. Think of it as having a dedicated HR team, just for a fraction of the overhead cost.

Q: Can a PEO help me attract and retain employees?

A: Yes! A PEO can help you attract and retain employees by offering competitive benefits packages and implementing best practices for hiring and onboarding. Additionally, a PEO can provide training and development programs to help employees grow and succeed in their roles.

Q: How do I choose the right PEO for my business?

A: It’s important to consider a variety of factors, including: the PEO’s experience and expertise, the range of services offered, the pricing model, and the level of customer support provided. It’s also helpful to read reviews and ask for references from other small business owners who have worked with the PEO in the past. Ask for case studies, if they have them.

Q: Can I still maintain control over my business if I work with a PEO?

A: Yes, 100%. While the PEO will handle HR-related tasks and responsibilities, small business owners will still be responsible for managing their core business activities and making strategic decisions about the direction of their business.

Q: How does employee relations support benefit my business?

A: Employee relations support ensures a positive work environment, which leads to increased employee satisfaction, productivity, and retention. It helps attract top talent, fosters collaboration, and ultimately drives sustainable business growth.

Q: How can employee relations support enhance communication within my organization?

A: Employee relations support provides guidance in developing effective communication strategies, updating policies and procedures, and facilitating performance reviews. By keeping employees well-informed, organizations can foster a culture of transparency and open communication.

Q: What is the role of employee relations support in employee terminations?

A: Employee relations support can assist in writing action plans or conducting termination processes. Their aim is to handle negative situations with empathy and professionalism, ensuring a positive and supportive environment for both the departing employee and the remaining team members.

Q: How can employee relations support help attract and retain talent?

A: By analyzing your business and understanding employee needs, employee relations support services can assist in designing competitive benefits packages, creating a positive work culture, and implementing effective policies that attract and retain top talent.

Q: Are hidden fees only prevalent in big PEO companies?

A: No, hidden fees can exist in companies of all sizes. However, they might be more common in larger firms due to their complex pricing models.

Q: Can termination fees be a significant hidden cost?

A: Yes, termination fees can sometimes be substantial. It’s crucial to understand how they are calculated and under what circumstances they apply before entering into an agreement with a PEO.

Q: What should I do if I discover hidden fees in my PEO contract?

A: If you uncover hidden fees or unclear charges in your PEO contract, don’t hesitate to contact your service provider immediately. Request a thorough explanation and, if necessary, consider consulting with a legal advisor to assess your options.

Q: How can I protect my business from falling victim to hidden fees?

A: To protect your business, prioritize transparency. Ask detailed questions about all fees involved, review the contract carefully, and seek legal advice if needed. Choose a reputable PEO with a track record of providing clear and honest pricing information.

Q: Are there any government regulations that protect businesses from hidden fees in PEO contracts?

A: As of September 2021, there were no specific federal regulations governing hidden fees in PEO contracts. However, consumer protection laws may still apply, so it’s a good idea to be cognizant and aware of your rights as a client.

We show you how to minimize risk and costs, allowing you to maximize your productivity and return on investment. Our Risk Management services safeguard your business.

Q: How can a PEO help me stay compliant?

A: One of the key benefits of working with a PEO is that they can help you stay on top of ever-changing employment laws and regulations, while also managing your filings. Lean on their team and specialized expertise to mitigate the risk of compliance issues and liabilities.

Q: Can a PEO help me stay compliant with HR-related laws and regulations?

A: Yes, absolutely. This includes compliance with federal, state, and local laws related to employment, payroll, taxes, and benefits.

Q: Are there any considerations HR departments should keep in mind when using ChatGPT or similar AI tools?

A: Firstly, it’s important to ensure that the tool’s responses align with company policies and legal requirements. Regularly reviewing and updating the AI’s knowledge base is crucial to maintain accuracy and relevance. Additionally, HR departments should be mindful of potential biases in AI-generated responses and periodically assess the tool’s performance to address any issues or gaps in its understanding of HR-specific topics.

Q: What is privacy by design, and how does it apply to AI tools in HR?

A: Privacy by design is an approach that integrates privacy considerations into the design and implementation of systems, processes, and tools from the outset. In the context of AI tools in HR, privacy by design involves incorporating privacy features such as data minimization, purpose limitation, and secure data handling into the development and deployment of AI applications.

Q: How can HR departments ensure compliance with privacy standards on an ongoing basis?

A: HR departments can ensure compliance with privacy standards by regularly monitoring and auditing data handling practices, conducting privacy impact assessments for new AI tools or processes, keeping up-to-date with changes in relevant regulations, providing ongoing training to employees, and promptly addressing any identified privacy breaches or concerns.

Q: Why is having an employee handbook important?

A: An employee handbook is important for several reasons. It helps establish consistent policies and procedures, ensures compliance with laws and regulations, promotes a positive work culture, sets expectations for behavior and performance, and provides a reference for both employees and employers.

Q: What should be included in an employee handbook?

A: An employee handbook should include essential information such as the company’s mission statement, employee classifications, equal opportunity compliance statement, main policies (work rules, dress code, benefits, etc.), federal and legal policies (ADA, FMLA), and guidelines for company property usage (computers, confidentiality, email, social media).

Q: How often should an employee handbook be updated?

A: An employee handbook should be reviewed and updated regularly to ensure that it reflects current laws, regulations, and company policies. It is recommended to review and update the handbook at least once a year or whenever significant changes occur.An employee handbook should be reviewed and updated regularly to ensure that it reflects current laws, regulations, and company policies. It is recommended to review and update the handbook at least once a year or whenever significant changes occur.

Q: Can an employee handbook be customized to fit the specific needs of an organization?

A: Yes, an employee handbook should be tailored to suit the unique needs and culture of the organization. While there are essential elements that should be included, such as legal requirements, each organization can customize policies, procedures, and guidelines to align with its values and specific work environment.

Q: Are employee handbooks legally binding?

A: While an employee handbook is not a legally binding contract, it serves as an important reference for both employers and employees regarding their rights, responsibilities, and expectations. Some policies outlined in the handbook may have legal implications, and it is important for organizations to consistently follow their stated policies to avoid potential legal issues.

Q: Can an employee handbook be distributed electronically?

A: Yes, an employee handbook can be distributed electronically, either through email, an intranet, or a company’s online platform. However, it is important to ensure that employees have easy access to the handbook and that they are aware of any updates or revisions made.

Q: What should employees do if they have questions or concerns about the employee handbook?

A: If employees have questions or concerns about the employee handbook, they should reach out to their immediate supervisor, HR department, or designated contact person within the organization. It is important to address any queries or issues to ensure a clear understanding of the policies and guidelines outlined in the handbook.

Q: Can an employee handbook be modified or amended?

A: Yes, an employee handbook can be modified or amended as needed. However, any changes made should be communicated to employees and documented appropriately. It is important to follow proper procedures and legal requirements when modifying or amending the handbook.

DES offers a multitude of benefit options to meet your business needs. Together we’ll build a program that works best for you. Explore our Custom Benefit Solutions for a tailored approach.

Q: How can I determine which option is best for my small business – QSEHRA, ICHRA, or SHOP?

A: The choice depends on your specific business needs. QSEHRA and ICHRA are ideal for small employers, with different levels of customization and cost control. SHOP is designed for small businesses seeking choice and flexibility with year-round enrollment.

Q: Can employees use QSEHRA, ICHRA, or SHOP to cover their dependents?

A: Yes, all three options can be used to cover dependents’ healthcare expenses.

Q: What are the tax benefits of these arrangements and SHOP?

A: QSEHRA and ICHRA offer tax benefits with tax-free reimbursements. SHOP may also offer the Small Business Health Care Tax Credit, providing potential savings for small employers.

Q: What is the Small Business Health Care Tax Credit, and how can I qualify for it with SHOP?

A: The Small Business Health Care Tax Credit is available to eligible small employers who enroll in SHOP coverage and meet specific criteria. It can lead to significant savings on health insurance premiums for your employees.

Q: How do I get started with QSEHRA, ICHRA, or SHOP?

A: Small employers can set up QSEHRA or ICHRA at any time, with specific notice requirements for employees. SHOP offers year-round enrollment through insurance companies or registered agents and brokers.

DES prides ourselves on White Glove Service and a multitude of options to meet your business needs. Together we’ll ensure a smooth onboarding that works best for you.

Q: What are the initial steps taken by Diversified Employee Solutions when onboarding a new client?

A: At Diversified Employee Solutions, we first sit down with the head of HR or the designated HR representative to understand your needs and expectations. We then establish a plan of action and prioritize your HR requirements.

Q: How does Diversified Employee Solutions ensure compliance and update employee handbooks?

A: To ensure compliance, we meticulously review all HR files and data, making sure that the employee handbook is up to date with the latest regulations at the Federal and State levels. This step helps maintain a legally compliant and well-informed workforce.

Q: How does Diversified Employee Solutions assist in onboarding employees and setting up accounts?

A: As a PEO, we take the responsibility of managing employee information seriously. We guide our clients through the process of onboarding the employees into our system and help them set up their accounts. This allows employees to access important information such as pay stubs, W2s, time sheets, and time-off requests.

Q: What happens when Diversified Employee Solutions runs the first payroll for a client?

A: Running the first payroll is a significant milestone in our workflow. We ensure that all information is correctly entered into our software system, and that the necessary processes are in place ensuring payroll runs smoothly and accurately. After successfully completing the first payroll, we focus on addressing any additional needs our clients may have.

Q: What additional services does Diversified Employee Solutions offer apart from payroll management?

A: In addition to payroll management, Diversified Employee Solutions offers services such as DOT files audit, FLSA Audit, and salary comparisons. These services help our clients maintain compliance with regulations, make informed decisions, and establish fair compensation structures.

Explore miscellaneous FAQs that do not fall under the predefined topics. If you have questions outside the specified categories, find answers here.

Q: When will Ohio’s minimum wage increase in 2024?

A: Ohio’s minimum wage is set to increase on January 1, 2024.

Q: What will be the new minimum wage rates in Ohio for 2024?

A: In 2024, the minimum wage for non-tipped employees will be $10.45 per hour, and for tipped employees, it will be $5.25 per hour.

Q: Who does the new minimum wage apply to in Ohio?

A: The new minimum wage applies to employees of businesses with annual gross receipts exceeding $385,000 per year.

Q: When do the HSA contribution limits increase for 2024?

A: The HSA contribution limits will increase for 2024.

Q: What are the new HSA contribution limits for 2024?

A: In 2024, the HSA contribution limit for individuals will be $4,150, and for family HSAs, it will be $8,300.

Q: Is there a deadline to make HSA contributions for the year 2024?

A: Typically, HSA contributions for a tax year can be made until the tax filing deadline for that year, which is usually April 15th of the following year. However, it’s essential to check with your HSA provider for specific details.