Diversified Employee Solutions (DES) understands the importance of a seamless workflow when it comes to handling human resources (HR) tasks. In this article, we’ll walk you through the PEO workflow as employed by DES, highlighting the steps we take to ensure a smooth and efficient client processes and ongoing white glove service for our clients.

At Diversified Employee Solutions (DES), we prioritize your success and understand the crucial role that streamlined HR processes play in the growth and prosperity of your business. That’s why we have crafted this comprehensive guide to walk you through our PEO workflow. In this article, we will address the key questions and concerns you may have, providing valuable insights into how our workflow benefits you as our valued client. Throughout this article, we will answer essential questions, such as:

      • What steps does DES take to understand and meet your specific needs and expectations?
      • How does DES ensure compliance and keep your employee handbook up to date?
      • What are the benefits of onboarding employees and setting up accounts through DES?
      • What can you expect when DES runs your first payroll, and how do we address additional HR needs?

Our intention is to provide practical information and insights, allowing you to make informed decisions and optimize your HR operations. 

Step 1: Understanding Your Needs and Expectations

When onboarding a new client, our first priority at DES is to sit down with the HR Manager or the designated HR representative to gain a comprehensive understanding of your needs and expectations. We want to immediately craft a plan of action that makes sense for your business model. By engaging in a productive conversation, we aim to establish a solid foundation for our partnership right from the jump. Some key questions we ask during this initial phase include:

      • What are your immediate needs/concerns that require our attention?Employees gathering together in a strategy meeting.
      • What are your expectations from our services?

Step 2: Ensuring Compliance and Updating Employee Handbooks

Once we have a clear understanding of our client’s needs, our next order of business is to ensure compliance. What does that look like? HR is an ever changing and complex space. Without proper knowledge or expertise, even the best of us can fall into the complacency trap. As the saying goes, “It works until it doesn’t.” 

We meticulously review all your HR files and data for accuracy and compliance and ensure that the employee handbook is up to date with the latest regulations and guidelines at the Federal, State, and Local levels. This step is crucial in maintaining a legally compliant and well-informed workforce. 

Step 3: Onboarding Employees and Setting Up Accounts

As a PEO, DES takes the responsibility of managing employee information seriously. We assist you with onboarding all employees and then we guide the employees through the process of setting up their accounts. This ensures that the employees have access to crucial information such as their pay stubs, W2s, time sheets, time-off requests, and more.

Step 4: Running the First Payroll

Running the first payroll is a significant milestone in our workflow and it’s important we check for accuracy. We double-check that all necessary information has been entered into our software system correctly, ensuring that every aspect is reported properly. Our dedicated team pays meticulous attention to detail to ensure that all payroll reports are correct. Once the first payroll is successfully completed, we then shift our focus to addressing any additional needs our clients may have and address them.

Step 5: Addressing Additional Needs

DES is equipped to handle a range of HR-related needs as a full service provider. We understand that each client is unique, and provide tailored solutions for each. We have experience in several industry verticals and provide some additional services. Some of the additional services we offer include:

      • DOT files audit: For clients in the trucking and transportation business, we assist in conducting thorough audits to ensure compliance with Department of Transportation (DOT) regulations.
      • FLSA Audit: We conduct Fair Labor Standards Act (FLSA) audits to help our clients maintain compliance with federal wage and hour laws.
      • Salary Comparisons: We provide valuable insights and support our clients in establishing fair and competitive compensation structures, aiding in employee retention and a satisfied workforce, so you can be the employer of choice with a low turnover rate.

Benefits Management Made Easy

Just as we streamline HR processes, DES is committed to simplifying benefits management for our clients as well. We have established strong partnerships with reputable brokers to ensure that benefits administration is handled efficiently and promptly. While we do not offer a master health plan, our team is vendor agnostic. This means that we can work with any vendors of your choosing or an already existing vendor. We can ease the transition process by keeping your existing business intact as much as possible, and work diligently to deliver the best outcomes for both employers and employees, prioritizing their businesses needs and employee satisfaction first.

Guiding You Through Challenges

We recognize that challenges can arise unexpectedly. From workers’ compensation claims to disciplinary actions, employee terminations, or even layoffs, we can guide our clients through every step of these processes from point A to point B. Our staff will know your company and its employees, and our dedicated account team will handle your business with the utmost attention to detail. We recently helped a client through a workers compensation claim, which you can see here. As a full-service HR firm, we offer expert advice and support to effectively navigate these situations, regardless of the size of your business. Our primary objective is to equip our clients with the knowledge and resources they need to confidently address any HR-related challenge they may encounter.

 Accessible Support and Expertise

Unlike national players like ADP, TriNet, and Insperity, etc. our clients can reach out to us anytime for assistance and know that a DES team member will always answer their call. No wait or hold times, no faceless interactions, and certainly no call centers. Whether you need help with benefit-related inquiries or seek guidance on HR matters, our team is always ready to work for you. If we don’t have immediate answers, we leverage our extensive network of professionals, such as our Corporate or Labor attorneys, our TPA, the Department of Labor: Wage and Hour, as well as our benefits brokers, to find the information needed or connect our clients with the appropriate experts.

Partnering with DES: Putting Your Needs First

When you choose to partner with us as your PEO, we prioritize understanding your unique needs and expectations. Our team executes on these requirements while ensuring compliance with applicable regulations. You can trust that your HR processes are in capable hands with your dedicated account manager, whom you can think of as your own HR quarterback. They know how to run the plays, allowing you to focus on growing your business and nurturing a productive workforce. By taking a proactive approach, ensuring compliance, and offering expert guidance, we empower organizations to navigate the complexities of HR management successfully. 

 

Frequently Asked Questions


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

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.

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

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.

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

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.

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

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.

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

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.