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1、EGUIDEFinding Value in Outsourced HR:Make the Right Decision for Your BusinessFINDING VALUE IN OUTSOURCED HR:MAKE THE RIGHT DECISION FOR YOUR BUSINESS|2As small and medium-size businesses(SMBs)grow,many find that managing an HR department is a frustrating distraction from their core business.When,ev

2、entually,they look to outsource their HR,they have options ranging from professional employer organi-zations(PEOs)and administrative services organizations(ASOs)to technology-based vendors or multiple vendors with each providing a targeted service.For some,the decision process begins with a look at

3、costs,but face value pricing can be confusing and deceptiverarely an apples-to-apples comparison.In addition,there is the important consideration that some HR vendors can add significant value by using their expertise in consultative and diagnostic roles that save money.They can also drive revenue b

4、y helping to attract the best and the brightest.This value-add tends to be greatest when SMBs need help with more than one discrete function and,perhaps,are expanding their opera-tions into multiple states with different regulatory demands and competitive environments.This eGuide aims to help SMBs t

5、houghtfully comparison shop when they are ready to outsource their HR functions.Important ConsiderationsNarrowing down the choices for outsourcing HR involves comparing options and doing a thorough cost-benefit analysis.SMBs can begin by eliminating those organizations that fail to bring all or most

6、 of the following attributes to the table.Experience:Working with an organization that has a documented operational history matters.At TriNet,for example,we have been providing HR services for more than 30 years.We work with over 18,000 SMBs(as of 12/31/2019)across the U.S.and across several differe

7、nt industries including technology,life sciences,financial services,professional services,nonprofit,manu-facturing and more.Relevant expertise:The providers core offerings should align with your size,industry and geographyand the best HR service providers have experts on staff with the tools and exp

8、erience needed to provide truly informed support.Client references and candid conver-sations with your personal and professional network can offer first-hand testimony as to whether a provider has the relevant expertise.Quality benefits and packages:Unless you are solely focused on outsourcing payro

9、ll and doing everything else in-house,the right HR service provider for your business should offer access to and options for quality health insurance coverage in the regions where you operate.This includes robust traditional and nontraditional benefits.Such benefits are a key element in attracting a

10、nd retaining the employees you need to succeed.Transition time:Ask about the set-up process and understand the degree to which it might be disruptive to your business.How much paperwork will it entail?Is the process mostly completed online?How much hassle will you have to go through during the trans

11、ition?Support:Your HR service provider should be able to demonstrate that it has a system and expert resources available,both to answer questions quickly and thoroughly and to provide strategic guidance.There should be multiple points of access to these resources,such as phone,email and chat.Finally

12、,its helpful if the HR service provider offers a self-service HR platform,including a mobile app,for your employees to manage their routine HR tasks and requestsand for you to engage as needed.FINDING VALUE IN OUTSOURCED HR:MAKE THE RIGHT DECISION FOR YOUR BUSINESS|3These five essential consideratio

13、ns apply to any decision you make about outsourcing HR,but they are merely a starting point.The next step is systematically weighing a number of other considerations that enable you to compare one provider to another.Comparing PEOs to ASOsThe biggest difference between PEOs and ASOs is that ASOs do

14、not establish a co-employer relationship while PEOs do.This means that ASOs do not process payroll and remit and report payroll taxes under their own federal employer identification number(FEIN).They also do not sponsor any health and welfare benefits,though they may assist in arranging coverage.An

15、ASOs primary function is to oversee the day-to-day administrative aspects of managing your HR functions.You remain the sole sponsor of all benefits and insurance coverage when working with an ASO and you maintain all fiduciary responsibilities.In contrast,as a co-employer,PEOs provide SMBs with a bu

16、ndled offering of HR services including payroll,access to health and welfare benefits,workers compensation insurance and risk mitigation services.Typically,the PEO and client responsibilities are expressly described in a service agreement.As the client,you maintain your own separate employment relat

17、ionship with your employees,just as you would without a PEO.You keep complete control over your workforce and make your own decisions about recruiting,hiring,discipline,termination of employment,day-to-day scheduling,pay,promotions,demotions,supervision,performance management,reviews,workplace safet

18、y,company culture and a number of other considerations.“TriNet,unlike non-PEOs,processes your payroll-and reports and remits payroll taxes-under the TriNet name and EIN.”FINDING VALUE IN OUTSOURCED HR:MAKE THE RIGHT DECISION FOR YOUR BUSINESS|4As co-employer,the PEO provides HR services,products and

19、 access to benefits that may not typically be available to SMB employees,along with HR expertise,offerings,systems and processes.The exact responsibilities that a PEO takes on will depend on the PEO.Refer to page 8 for a comparison of different PEOs and the allocation of responsibilities in their se

20、rvice agreements.Typically,a PEO will take responsibility for:Processing payroll based on input from clients Paying and reporting wages to client employees in the name of the PEO and under its FEIN Remitting and reporting payroll taxes Sponsoring large group employer health and welfare benefits Main

21、taining insurance policies for risk mitigation purposes Assisting with the handling of various claims and requests from employees Providing guidance on HR best practices and complianceUNDERSTANDING VALUEWhile typically the face value cost per employee for an ASO is less than a PEO,it is important to

22、 figure in two other cost considerations.First,because the ASO doesnt sponsor benefit programs,there will be additional benefit administration costs that the SMB will incur in an ASO arrangement.Conversely,benefit administration costs are included in the PEOs pricing when it is the benefit plan spon

23、sor.In working with an ASO,there is also the potential exposure and administrative costs associated with employer compliance obligations.The costs of compliancewhich include considerable time and human resources spent monitoring regulatory concerns,and in some cases,the dollar figures for fines and/

24、or lawsuitscan be considerable.On the other hand,certain PEOs help their clients with risk mitigation including HR best practices.As a PEO,TriNet obtains a$1 million employment practices liability insurance(EPLI)policy to cover itself and its clients from certain employer liabilities.TriNet pays the

25、 premium for the policy and is there-fore focused on ensuring its products,processes and services do not give rise to legal claims.This also incentivizes clients to ensure they do not create claims.As a PEO,TriNet,unlike non-PEOs,processes your payrolland reports and remits payroll taxesunder the Tr

26、iNet name and EIN.TriNet is therefore focused on the compliance of its payroll and tax systems and processes.In addition,TriNet is the single-employer sponsor of health benefits that are made available to its clients and their employees.As such,TriNet acts to ensure the compliance of those plans.Non

27、e of this is true of non-PEO HR service pro-viders who are happy to help you but will not make their insurance policies available to you.When weighing costs,it is essential to rigorously calculate all of the direct and indirect costs of compliance.“Quality PEOs offer access to regional and national

28、carriers,which allows for providing benefits across states.”FINDING VALUE IN OUTSOURCED HR:MAKE THE RIGHT DECISION FOR YOUR BUSINESS|5Comparing a PEO to a Multi-Vendor SolutionIn a multi-vendor arrangement,SMBs choose solutions from a number of different providers to suit their needs.A typical multi

29、-vendor relationship might involve at least a payroll provider for processing payroll and an insurance broker for benefits or business insurance purposes.However,the multi-vendor relationship often doesnt consider HR best practices.There can be advantages to engaging specialty providers as needed,in

30、cluding occasional cost-savings,the ability to retain a focus on areas specific to tactical HR functions,and simpler transitions and terminations of vendors.These multi-vendor solutions may be best for very small businesses with less complex HR needs such as those with less than five employees.Howev

31、er,in most cases,multi-vendor approaches limit SMBs and hamper their ability to attract top talent.On the other hand,most quality PEOs offer access to regional and national carriers,which allows for providing benefits across states.In addition,managing multiple vendors can be complicated,chaotic and

32、 time-consuming,especially as your company grows.Finally,multiple vendors typically do not offer strategic HR guidance regarding compliance and complex HR regulations.Without a co-employment relationship,they cannot offer the same services that a PEO can.UNDERSTANDING VALUEOften,once you add up the

33、costs of all the third-party vendors,comprehensive PEO solutions are quite competitive with multi-vendor solutions.Moreover,if you need more than one or two simple needs met,multi-vendor solutions cannot offer what a PEO like TriNet can:a bundled HR solution with a comprehensive platform used to fac

34、ilitate payroll,access to benefits risk mitigation and help with compliance.In addition,the best PEOs offer:Responsive service:Call centers for most single-service vendors can give you quick answers to transactional inquiries.However,they do not typically have sophisticated expertise readily availab

35、le for guidance in the areas of high-risk HR issues,such as creating employment policies,employee terminations,and help complying with applic-able federal,state,and local HR laws.Sophisticated reporting:Most multi-vendor solutions can only offer limited reporting because,by definition,youll be worki

36、ng with multiple,disparate data sets.Yet because HR data is interrelated,to do the proper tax withholding calculations and filing,you need a unified dataset that encompasses,among other things,payroll,time off,expenses and benefits.A PEO like TriNet offers integration with certain data,along with bo

37、th standard and custom reporting.Dynamic HR dashboards display real-time HR data,including your employee headcount,leave requests,payroll,tax withholdings and benefits.TriNets enterprise-level platform also delivers role-based,self-service capa-bilities to manage HR administration through one single

38、 interface.Proactive risk mitigation:With multi-vendor solutions there is little to no concern for the employers risk.They tend to provide clients with a checklist and little substantive guidance.In contrast,TriNet helps with risk mitigation including HR best practices.As discussed previously,TriNet

39、 covers the cost of an EPLI policy for itself and its clients.As a result,both TriNet and the employer work to ensure their roles do not give rise to legal claims.Unlike non-PEOs,TriNet processes your payrolland reports and remits payroll taxesso TriNet remains focused on compliance.In addition,as t

40、he single-employer sponsor of health benefits,TriNet acts to ensure the compliance of those plans.Non-PEO HR service providers will not do this.FINDING VALUE IN OUTSOURCED HR:MAKE THE RIGHT DECISION FOR YOUR BUSINESS|6HOW TO BRING YOUR EMPLOYEES BACK SAFELY AND SUCCESSFULLY|7Comparing PEOs to HR Tec

41、hnology VendorsTechnology vendors provide access to HR information systems(HRIS)that help clients with benefits,payroll and HR management.Many of these vendors are also online brokers who offer small group benefit pricing and plan designs available on the open market.Typical benefits of working with

42、 these vendors include access to self-service tools and capabilities on a technology platform with a simple user interface that enables easy sign-up and onboarding.However,these offerings may not include the same robust benefits that PEOs can offer.The online vendors also tend to have less HR expert

43、ise available,less robust support and the challenge of integrating dis-parate systems.And,here again,the lack of a co-employment relationship means that,when compared with PEOs,single solution vendors cant provide the same level of sophistication with respect to complex HR regulations.UNDERSTANDING

44、VALUE When comparing tech vendors to PEOs,its important to explore any fees the tech vendor might charge above and beyond what it costs for access to the platform.There are often additional fees for processing payroll,HSA/FSA,and access to HR professionals.And here again,face value pricing does not

45、really address the value-add of a PEO,including:Responsive,expert,in-depth support:In contrast with tech vendor arrangements,where clients typically pay extra to speak with HR professionals,TriNets pricing includes working with you as your strategic HR consultant.You have access to HR professionals

46、to help you with day-to-day support for benefit and payroll issues,as well as when you need to address high-risk HR issues,such as firing your employee,labor law compliance and creating employment policies.TriNet also has the service level,expertise,and technology to complement your HR department.Tw

47、o examples:TriNet tracks ACA regulations and provides an integrated ACA solution.TriNet also provides access to third-party immigration attorneys and increased transparency into visa management.Sophisticated reporting:TriNet offers both standard and custom reports,with dynamic HR dashboards displayi

48、ng real-time HR data including your employee headcount,leave requests,payroll,tax withholdings and benefits.And its enterprise-level platform delivers role-based,self-service capabilities to manage HR administration through one single interface.Help with risk mitigation:HR technology vendors often h

49、elp businesses with com-pliance filings and the notification of federal deadlines,whereas TriNet goes beyond the compliance paperwork and proactively helps customers mitigate employment risk with expert guidance and EPLI.In addition,TriNet remains focused on the compliance of its payroll and tax sys

50、tems as well as that of its benefit plan offerings.None of this is true of non-PEO HR service providers.“When compared with PEOs,single solution vendors cant provide the same level of sophistication with respect to complex HR regulations.”FINDING VALUE IN OUTSOURCED HR:MAKE THE RIGHT DECISION FOR YO

51、UR BUSINESS|7Comparing PEOsThe five overarching considerations discussed earlier absolutely apply when comparing PEOs to each other.Experience,relevant expertise,quality benefits,transition time and support are all extremely important considerations.But there are also other things to consider,even b

52、efore assessing the pricing and value differences.Accreditation:Some PEOs are accredited by independent agencies such as the Employer Services Assurance Corporation(ESAC).ESAC accredits PEOs through a rigorous verification process to ensure a PEO is compliant with more than 40 industry best practice

53、s across all states of operation.Less than 5%of all PEOs achieve ESAC verification.TriNet is one of them.In addition,the Internal Revenue Service has a voluntary federal certification program that qualifies certain PEOs as a Certified Professional Employer Organization,*meaning they have met certain

54、 IRS compliance standards,including financial reporting and bonding requirements,which allow the certified organization to offer added benefits to its clients.Maturity of business processes/technology platform:Designing HR business processes and building or buying the technology to support those pro

55、cesses is a significant business challenge.TriNets sophisticated technology and established processes for your new hires,open enrollment,submitting claims and processing payroll helps you avoid the arduous process of designing your own.It also offers a more professional experience for your em-ployee

56、s.This is a critical value add that helps achieve a more aligned and engaged workforce.The TriNet platform processed over$37 billion in payroll and payroll tax payments for its clients in 2018 alone.More than 18,000 clients(as of 12/31/2019)and 321,000 employees(as of 9/30/2020)rely on this platform

57、,which equips managers with self-service features,real-time data and productivity applications,such as expense management,performance management,time and attendance and applicant tracking.TriNet also has an industry-leading mobile app,so you and your employees can address most HR concerns anytime,an

58、ywhere.Expert consultative approach:Having an expert sounding board well-versed in your specific HR concerns is invaluable.TriNet solutions include teams of experts that are responsive,professional and knowledgeable about different types of SMBs.TriNet works with you so you can make decisions about

59、organizational hierarchies,performance standards,compen-sation levels and benefits in ways that align your employees with your business goals,encourage healthy growth and yield a measurable return-on-investment.Breadth of personalized support:Beyond direct access to HR experts for consultative guida

60、nce,TriNet also offers live support where real people,qualified to answer your questions are accessible by chat 24/7.*In addition,TriNet provides personalized and proactive guidance on how to best align TriNet service strategies with your company plans and growth goals.In short,we offer the personal

61、 attention your company needs.*One TriNet entity is CPEO accredited.*Closed on select U.S.holidays.“TriNet provides personalized and proactive guidance on how to best align TriNet service strategies with your company plans and growth goals.”FINDING VALUE IN OUTSOURCED HR:MAKE THE RIGHT DECISION FOR

62、YOUR BUSINESS|8HOW TO BRING YOUR EMPLOYEES BACK SAFELY AND SUCCESSFULLY|9Understanding Value PEOs generally charge their clients either a flat rate per employee or percentage of payroll.The flat rate is a standard administrative fee for every employee regardless of how much they are paid.This is the

63、 TriNet approach.In addition,TriNet provides an itemized breakout of fees and we stop collecting a charge for payroll taxes once you meet tax thresholds.Any dollar we collect for federal taxes goes to the IRSand we provide a clear breakdown of our administrative fee and tax charges.When a PEO charge

64、s you as a percentage of payroll,the percentage is based on the amount of each paycheck processed,so fees can fluctuate.When your employees earn bonuses and commissions,you will likely see your PEO fee rise in this model.Furthermore,some PEOs provide a bundled quote that groups all fees(service,insu

65、rance,employer taxes,etc.)together into a single cost,which can make it difficult to understand how much youre paying for what.Its not unusual for a PEO using this approach to charge you amounts you wouldnt otherwise approve.Similarly,this approach doesnt allow for a price reduction when you or your

66、 employees meet tax thresholds.When an employees compensation reaches the annual FICA cap,for example,the PEOs charges for“taxes”should go down.However,with bundled-pricing PEOs,this is often not the case.Value is EverythingDeciding whether and how to outsource HR is a question that nearly any SMB m

67、ust eventually confront.As weve noted throughout this eGuide:Experience matters.Expertise matters.Quality benefits,service and support matter.Accreditation matters.Transparent pricing matters.Understanding how to compare your optionshow to dig beneath initial pricing quotes to identify the above qua

68、lities and assess valueis the key to making the right decision for your business.FINDING VALUE IN OUTSOURCED HR:MAKE THE RIGHT DECISION FOR YOUR BUSINESS|9 2023 TriNet Group,Inc.All rights reserved.TriNet does not provide legal,tax or accounting advice.TriNet is the single-employer sponsor of all it

69、s benefit plans.This is not an offer to sell,buy or procure insurance.Official plan documents always control.All trademarks,trade names,service marks and logos referenced herein belong to their respective companies.0323-EG-ComparisonAbout TriNetTriNet(NYSE:TNET)provides small and medium size busines

70、ses(SMBs)with full-service HR solutions tailored by industry.To free SMBs from HR complexities,TriNet offers access to human capital expertise,benefits,risk mitigation and compliance,payroll and real-time technology.From Main Street to Wall Street,TriNet empowers SMBs to focus on what matters mostgrowing their business.Go to TriN to get started or speak with a TriNet representative at 888.874.6388.