OPERATIONS 103: 4 Types of Clients and the Processes Involved With Each Laurie Beppel 2007

OPERATIONS 103: 4 Types of Clients and the Processes Involved With Each Prospects New Clients Production Clients Mature Clients Laurie Beppel 2007

OPERATIONS 103: 4 Types of Clients and the Processes Involved With Each Prospects: Sales Rep: Sales Kit Demonstration of Products Features Checklist Prospect Needs Analysis Agreements Laurie Beppel 2007

OPERATIONS 103: 4 Types of Clients and the Processes Involved With Each Needs Analysis: Comprehensive Structure the analysis to match the type of client Topics: Corporate Overview Organizational Structure Technology Overview Information Flow Human Resources: current system, functionality, etc Compliance: New Hire reporting, HIPPA, EEO, etc Policies: Termination, PTO, etc Benefits Laurie Beppel 2007

OPERATIONS 103: 4 Types of Clients and the Processes Involved With Each Topics, continued: Payroll: Overview: statistics Data flow Hours, earnings, deductions Taxes Necessary output: checks, DD, reports, etc GL Check recon Special handling: unions, students, remote EEs, etc Laurie Beppel 2007

OPERATIONS 103: 4 Types of Clients and the Processes Involved With Each New Clients: Reports: EE Information: Demographics Deductions DD Information QTD and YTD Totals: Wages, Taxes, Deductions Prior Month and Quarter Tax Payment history Copies of ER Tax Returns Payroll Starting Date Laurie Beppel 2007

OPERATIONS 103: 4 Types of Clients and the Processes Involved With Each New Client Set Up Checklist (PayChoice) : Contact Information, ID Company Options Check format Schedule Timesheet ACH set up Earnings, deductions Taxes Wrap Up information Installation Laurie Beppel 2007

New Client Set Up Continued: OPERATIONS 103: 4 Types of Clients and the Processes Involved With Each New Client Set Up Continued: New Client: Prepare for the first Live Payroll: Telephone conversation with Client Confirm start date Build Company Profile and Options Set up billing and annual schedule Set laser check format; signature/logo Key EE Master File data Installation payroll Run reports for client to confirm accuracy Run test payroll Laurie Beppel 2007

3 Methods of Payroll Input: OPERATIONS 103: 4 Types of Clients and the Processes Involved With Each 3 Methods of Payroll Input: Determines Client training and follow-up: Fax- Client prepares payroll worksheet, hours, earnings, control totals, personnel changes and new hires; faxes to Service Bureau. Phone- Client calls in hours, earnings, personnel changes, new hires to Service Bureau based on a predetermined schedule. Remote PC Entry- Client keys payroll data, personnel changes, new hires into software at client site and transmits to Service Bureau. Laurie Beppel 2007

New Client Set Up Continued: OPERATIONS 103: 4 Types of Clients and the Processes Involved With Each New Client Set Up Continued: Client Training: Client is trained on input method. Manuals Classes Videos Client is trained to read reports. Payroll background of Client: In House processor Outsourced processor New processor Laurie Beppel 2007

Manuals Offered by PAI: OPERATIONS 103: 4 Types of Clients and the Processes Involved With Each Manuals Offered by PAI: PayChoice Online Employee Services Employee Services: Benefits Employee Services: TimeSheet Web G/L The Connection Videos: Training Classes are being videotaped. Laurie Beppel 2007

OPERATIONS 103: 4 Types of Clients and the Processes Involved With Each Production Clients: Client is set up in a production routine that follow the same steps EACH payroll cycle. Production: Daily Routine: Bring in phone in, fax in and PC entry spread as evenly as possible throughout the day Process payroll data Print and wrap output Update Clients’ Master Files Process End Of Day files Start over tomorrow Laurie Beppel 2007

OPERATIONS 103: 4 Types of Clients and the Processes Involved With Each Production Mindset: Get the payrolls out Get your staff home by 5pm Start over tomorrow The payroll production environment is the same each day! Laurie Beppel 2007

OPERATIONS 103: 4 Types of Clients and the Processes Involved With Each Mature Clients: “Service, Product, Price” Knowledge: As employers grow their needs change. Communicate new features to mature clients to help the Service Bureau stay competitive. Communicate about SB changes- Employees, pricing, hours, specials, etc “Comfort Zone”: Clients begin to rely on the service to be accurate, on time, fair market pricing, dependent on Service Bureau. Laurie Beppel 2007

Mature Clients Continued: OPERATIONS 103: 4 Types of Clients and the Processes Involved With Each Mature Clients Continued: Relationship: Keep in Touch- Customer Care, emails, faxes, postcards, etc Specials “just for our long term clients” Users Groups, meetings, advanced training, sales rep calls, etc Laurie Beppel 2007

OPERATIONS 103: 4 Types of Clients and the Processes Involved With Each Prospects New Clients Production Clients Mature Clients Laurie Beppel 2007

OPERATIONS 103: 4 Types of Clients and the Processes Involved With Each Industry “Rules of Thumb”: Average # of pays = 23 Average annual billing = $1200 ($2000 w/ tax). It takes between 150-200 clients to break even. At 500 clients margins should be approaching 50 -60 % Biggest costs- labor and delivery Smallest costs- consumables and software/hardware. Laurie Beppel 2007

OPERATIONS 103: 4 Types of Clients and the Processes Involved With Each “Rules of Thumb” Continued: Staff of Average Service Bureau: Owner/Mgmt Salespeople Customer Support (payroll, technical) Data Entry Tax Coordinator Hardware/Software support Laurie Beppel 2007

August Sessions: August: August 2nd: No Session --IPPA August 9th: Frank Sessa– “The Sales Process” August 16th: TBA August 23rd: Ops 201: The Components of the Average Payroll Processing System. August 30th: No Session Laurie Beppel 2007