Spotlight on KTimeHR

question and answerKTimeHR partners with businesses to create an efficient, positive work environment in which both employers and employees can thrive. By handling core human resources and administrative tasks such as payroll, compliance, benefits, and paperwork, the PEO helps business owners concentrate on growth, recruiting, and strategy decisions. KTimeHR enables businesses to reach their long-term goals by offer partnership-based solutions with an emphasis on relationships and personalized services.

We asked KTimeHR how partnering with a PEO will affect the daily operations of a business:

1.  Are you able to provide me more affordable health insurance than I can find on my own?

KtimeHR:  Yes, because we can offer participation in large group medical plans not available to small and medium sized employers. Our increased buying power gives us the ability to supply significant cost savings to our clients. 

2.  Can I customize my benefit packages?

KTimeHR:  Yes. We have 2 carriers and 9 different plans for employees from which to choose plus a number of voluntary plans. We offer HMO and PPO plans; medical, dental, and vision plans; disability and life insurance; benefits and enrollment consultation; and an array of other services including COBRA administration, employee assistance programs, 529 plans, and flex plans which include pretax medical expenses, dependent care, and transportation benefits.

3.  What does it take to get an employee up and running on your service? How does your onboarding process work?

KTimeHR:  Onboarding a new employee is easy and paperless.  We simply input the new employee information and upload the documents into our system.

4.  You talk about the employee self-service offering, why is this a benefit to me or my employees? Why do I care?

KTimeHR:  Manager and employee self-service portals can be easily accessed 24/7, allowing business owners to review pay stubs, paid time off information, and benefits data any time. Employers and employees can update data easily and quickly, and the records are stored electronically. This also allows us to monitor attendance and accruals automatically, ensuring compliance with applicable employment laws.

5.  How much interaction is there between the PEO and the actual workers? Does a liaison come to my office?

KTimeHR:  Dedicated key contacts are available to offer employee support with HR, payroll, and benefit questions. On-site training and support are available for an additional fee. We focus on building relationships with our clients in order to meet their needs as quickly and efficiently as possible.

6.  If my employees have an issue, who do they talk to?  Do they contact the PEO directly or does everything have to go through me?

KTimeHR:  Employees are encouraged to go through their direct supervisors and up the chain of command within your organization. However, all employees have access to their HR representatives as needed.

7.  How much liability goes to the PEO vs the business owner if there is a legal action against the company (sexual harassment, wrongful termination, etc.)? How much assistance do you provide in settling these disputes and at what cost to me?

KTimeHR:  Due to the co-employment relationship, certain liabilities are shared. Our team offers compliance guidance for legal issues and will refer to legal counsel.

8.  Does the PEO have an in-house lawyer that I have access to for consultations? Is there an additional fee for this?

KTimeHR:  We do have a legal firm on retainer; however, consultations are reserved for general employment law advice, will not typically exceed a half hour, and do not include benefit advice, legal research, or formal opinions, memos, or correspondence. It would include a review of a short email or letter to an employee on leave or other HR issues. 

9.  Who handles state unemployment taxes and claims? Do I have to do anything, and what is the extent of my involvement?

KTimeHR:  We process and file all state unemployment taxes under the client’s state tax ID.  We will support you in any unemployment claims hearings.

10.  I’ve read about losing control of certain aspects of my business if I go with a PEO. What specifically can I not do, or need PEO approval to do, once I sign up?

KTimeHR:  As the employer, you retain control of the daily operations of your business including day-to-day supervision, hiring/terminating employees, counseling, training, etc.  As the co-employer, we serve as the administrative employer and assist you with any employee related questions, concerns, or processes.

11.  What, specifically, is the PEO able to do without my consent?

KTimeHR:  We do not act without the consent of the client. Our goal is to provide administrative support to facilitate compliance and efficiencies, while also offering resources and tools for your workforce management. In addition, we make recommendations regarding compliance and best practices; however, you retain all decision-making responsibility for the business.

13.  You talk about training and development offerings. What kind of training do you offer? In what areas and is it via online, onsite, classroom, etc.?

KTimeHR:  We offer training in a variety of venues, including online skill evaluations and tutorials, general or customized webinars, and onsite training. We also have a library of on-demand videos that cover topics such as safety, leadership and motivational techniques.

I’ve heard of PEOs neglecting to pay payroll taxes for their clients, how do you assure me you have remitted my state and federal taxes?

KTimeHR:  We have the distinguished ESAC (employer services assurance corporation) accreditation, which provides surety bonds to our clients protecting their payroll. This accreditation requires extensive quarterly audits proving that we have exercised fiduciary, legal, and ethical compliance on behalf of our clients.

14.  What makes your PEO unique?

KTimeHR:  As a relationship-based, personalized PEO system, we offer our clients numerous benefits that will help them reach their business goals:

  • We are California based (although we operate in about 20 other states, we prefer and specialize in California companies)
  • Clients can carve out benefits and/or WC. Our core services are payroll and HR (most national providers will not allow carve outs)
  • Transparent billing – Rather than charging a percentage of payroll, we charge a flat per employee per month administration fee.
  • We offer a robust system with a fully compliant, web-based time, attendance, and labor management module. Most PEO systems do not include timekeeping with basic PEO services.We have extensive California labor and employment law expertise and guidance. We often hear prospects tell us they are looking for a new PEO because they cannot reach a live person or have trouble getting calls back, and then when they do reach someone, they don’t trust their answers or they receive conflicting answers on the same issue. We make communication with our clients a top priority to ensure that they receive reliable answers to their questions in a timely manner.
  • ESAC accreditation – This is the gold standard for accreditation within the industry. It requires quarterly audits and provides a $10 million surety bond that protects our clients.
  • NAPEO membership – NAPEO membership lends greater credibility to our PEO than most small providers can claim.
  • We will take clients with as little as 3 employees. Most national providers are no longer taking clients with 10 employees or less.
  • We specialize in high touch customer service with dedicated key contacts and 24/7 support.

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