Staffing Business Automation:
Reducing the stress of year-end taxing issues.
For temporary staffing firms the end of the year is always in sight.
For many people, the end of the year means a couple of holidays and time off. For those who work in the payroll department of a temporation staffing firm, the end of the year often means longer work days and anxiety about updating tax rates, providing employees with W-2 forms and meeting filing deadlines for the federal, state and local governments. For staffing firms, the year-end issues can be even more maddeningly stressful to everyone concerned. It's the time of year that staffing firm accounting pros 'love to hate'.
What you need are solutions that not only alleviate the stress, but can offer other advantages that can save you time, energy, and money as well.
VCG's StaffSuite staffing software is designed to minimize your year-end anxiety. Based as it is on our proven staffing industry specific experience since 1976 -- StaffSuite will ease every aspect of your year-end processes.
How StaffSuite reduces your year-end headaches:
FULLY-INTEGRATED PERFORMANCE: StaffSuite's advantages begin with its fully integrated capabilities. StaffSuite greatly reduces data entry errors and duplicated data by integrating all front-office functions such as temporary employee/candidate recruitment, work orders and assignments, time sheet data entry, and other operational data with back-office temporary employee payroll and client billing. Not only will this powerful functionality save you hours, days, and dollars on every weekly payroll run, it will save hundreds of man-hours and thousands of dollars when it comes to processing year-end reports and W-2's. In addition, the integration of the front-office and pay/bill functions allows StaffSuite's sophisticated management reporting functions to provide you with in-depth detailed reports on virtually every aspect of your business operations, at any time.
YEAR-END TAX UPDATES: At year-end, VCG, Inc. provides you updated tax tables for federal, state and local withholding specific to the states you operate in. These electronic updates can be installed as soon as you receive them because the tax information is date driven. The StaffSuite payroll process always uses the tax rates and formulas associated with the check date. This means you can install your next year tax updates and still perform payrolls for this year without any problem. And you don't have to key the tax updates yourself. They are all contained in a file easily downloaded and installed from our customer support Web site.
CYCLE ON YOUR TIME: On many payroll systems, the last payroll cycle of the year is very frantic. The last payroll must be performed, balanced and finalized prior to beginning the payroll cycle for a new year. StaffSuite staffing software does not require closing a previous payroll cycle whether the cycle is a week, month, quarter or year, prior to beginning a new cycle. This allows the payroll staff to proceed with the next year's payroll while still making adjustments and reconciling last year's payroll.
DIAGNOSTICS: StaffSuite includes a year-end diagnostic process that can be run as often as desired throughout the year. The year-end diagnostics indicate situations that should be investigated prior to producing W-2. This feature helps you to make adjustments on an ongoing basis minimizing a volume of adjustments at year-end.
COMPLETE W-2 HANDLING: StaffSuite maintains detailed records of the earnings, withholdings and deductions associated with each check. This information is always available for reporting. Because of this, StaffSuite does not require the production of laser W-2 / 1099 forms prior to beginning a new year. The W-2 process simply summarizes this information by corporation and employee. The W-2 / 1099 forms and magnetic media filing are produced from this summarization. In fact, once a W-2 / 1099 has been produced, unlike many other products, the information can be viewed online by the front office staff if desired. In fact the entire history of an individual's W-2s / 1099s is maintained online. No need to go searching though the paper files for this information, and of course, it's easy to reprint a W-2 for an employee when necessary! Speaking of W-2 forms, VCG has a partnership with a leading vendor of tax forms who can provide you with the forms you need at a price you'll find is highly competitive.
STATE FILING: Each year more and more state and local tax authorities require employers to report employee annual wage and withholding information to them via magnetic media. Tax authorities that already have the requirement regularly lower the threshold at which magnetic media reporting is required. VCG, Inc. monitors these reporting requirements each year in order to provide this type of filing for our StaffSuite customers. Filing on magnetic media is more efficient and cost effective than filing paper W-2s to the government. There is no need to purchase forms and print them for the tax authority. However, if you do need to submit paper copies of the W-2 form to a tax authority StaffSuite produces the forms so that all the forms for a tax authority are generated together easing handling.
URGENT FEDERALLY-MANDATED CHANGES: It is fairly common for the Federal government to make changes to reporting, payrolling, and W2 formats, but this year could be especially challenging for staffing firms with their large number of temporary employees. Your software system MUST be updated and able to handle these changes by year end.
First, to comply with federal law which prohibits employers from taking advantage of employee's by taking excessive deductions for things like work supplies and breakage, your staffing software system must now provide support for deductions that are taken as a convenience to the employer. These Employer Deductions typically include such work supply items as tools and uniforms. This new deduction category guarantees that the employee's take home pay is at least equal to minimum wage times the hours worked regardless of the scheduled deduction amount.
Second, effective with the tax year 2003, the Social Security Administration requires employers who file 250 or more corrections to W-2 forms that have been accepted to file those changes on magnetic media. To comply with the annual wage and tax reporting requirements set forth by the SSA, your software system MUST be able to create a W-2c form for the employee and to submit that information to the SSA via magnetic media.
MOVING TO STAFFSUITE: For staffing firms on other systems, VCG makes it easy to move to StaffSuite staffing software at any time during the year. During the data migration process, you can choose to migrate the balance forward data from your old system so that you can do all W-2's or other tax reports out of StaffSuite for the year required.
Finally, StaffSuite is backed by VCG, the unsurpassed leader in staffing software customer support, with the largest, most experienced staff in the industry. We know just how stressful this time of year can be to your staff, so we go the extra mile ourselves during year-end processing time to provide the technical application support you deserve if and/or when you need it.
StaffSuite year end processing reflects our experience since 1976 in meeting the ever changing reporting requirements of the federal, state and local governments across the country. That experience helped our many clients process over one million W-2's in 2004. Do your present year-end processes measure up to StaffSuite?
About VCG
VCG provides comprehensive staffing and recruiting solutions that power success. Since 1976, VCG has helped hundreds of companies worldwide achieve operational excellence by streamlining their unique business processes and accelerating finding and placing the people most likely to thrive. VCG and Pointwing are registered trademarks of VCG, LLC. For more information visit: www.vcgsoftware.com or call 1.800.318.4983.