Time and Attendance Archives | Time Management Systems

Category: Time and Attendance

18 Oct 2017
Nurse caring for elderly patient

Why Long-Term Care Facilities Need TMS Attendance

Trying to keep up with your labor challenges while keeping day-to-day priorities in order? TMS Attendance can help! Our software ensures compliance, simplifies budget management, and optimizes staff compassion.

At Time Management Systems, we know that compliance is king—especially in long-term care organizations. From monitoring your census to ensuring proper staffing-to-care ratios, you’re following a lot of policies.

Most organizations still manage shift coverages with spreadsheets, which is time consuming, causes inaccurate data, and leads to low CMS ratings. Additionally, keeping an eye on employee certifications can be tedious. When not properly monitored, these inaccuracies and unmet certifications can lead to penalties and withhold an employee from working.

Our solution

Use our shift and schedule coverage software to stay on track, like a 28-day schedule that’s customized for your staff and ready for posting. This organizes the schedule by employee, showing days off and schedule transfers by job type.

Identify gaps in shift coverage, and then fill planned—and unplanned—absences quickly and easily. DONs, supervisors, and employees all benefit from the convenience and readability that our software provides.

All of this adds up to better absence management!

TMS Time & Attendance Software helps you:

  • Manage absences
  • Receive notification of unexpected absences (via dashboard or mobile device)
  • Find replacements based on preconfigured lists of eligible and qualified employees

You’ll have an accurate, 28-day schedule that meets compliance standards for staffing, alerts you of leave requests, and helps you view those requests against already-approved time off.

Save time and maintain compliance with shift and schedule coverage software from TMS. Call us today and see how our experts can help you!

14 Apr 2017

Three benefits of using time tracking software

Managing time means getting work done. For your business, that means being productive and, as a result, more profitable. Time tracking software provides a helpful solution to making that happen—and takes some of the burden off your human resources professionals. Streamline your business operations with these three benefits of using time tracking software.

Cost savings

As a business owner, you know that time is money. By reporting how much time is spent, and on what, your employees provide workflow insights that can then help you answer questions and make profitable decisions.

For example, how long is each part of the production process taking? How long do we want it to take? And, if those numbers don’t match, where can we reallocate time?

Monitoring your employees’ time helps you more closely examine your work processes, find inefficiencies, and take steps to improve them. You’ll cut out unnecessary expenses that are costing you money and refine your production process to be more efficient.

As an added bonus, this saves human resources professionals the time and trouble of finding inefficiencies themselves. By having a time tracking software to do it, your HR staff can focus their time on other job duties.

Useful Reporting

When making investments, people want to know that what they’re putting in is paying off—and your customers are no exception. You’ll need the numbers to prove that your services are worth their investment, and time reporting helps you find these numbers.

Our time and attendance software provides breakdowns and summaries that illustrate where hours are logged by each employee. Given this data, you can define how long each part of a project takes and provide your clientele with more accurate estimates for a project.

These summaries can also show you how much time is spent on internal versus external work—a statistic that can help you make business decisions to balance that workload in the most profitable way. Tracking time and attendance ensures that you remain compliant with labor regulations such as the Affordable Care Act, FMLA, and FLSA.

Increased productivity

Defining standard times for your processes helps you set goals for the future. Putting a set number of hours to your processes monetizes them, which shows employees how important their time and work really is. This, in turn, helps keep your employees on track and encourages them to reach those goals.

By helping you set goals, time tracking software also helps employees prioritize their work. They can then determine what needs to be done when, and focus their time accordingly. The result is more productive workflow for you and more direction for employees.

Interested? We can help.

Managing time is essential to making sure employees’ work is getting done in the most profitable way. With time tracking software, you can do exactly that—without having to micromanage. Get in touch with us today to see how time and attendance software can streamline your business operations.

31 Jan 2017
ACA Reporting: Answers for Employers

ACA Reporting: Answers for Employers

Though Affordable Care Act in Flux, Deadlines Still Approaching

Given the outcome of the presidential election, many employers took a “wait and see” approach to the ACA. With deadlines looming, there’s a lack of clear-cut direction. In this post, we’ve provided answers to some common questions from employers.

Trump won. Didn’t ACA go away?

A key element of President Trump’s campaign was to repeal and replace Obamacare, and changes are likely to come. However, in 2016, ACA was the law of the land. Applicable Large Employers (ALEs), those averaging 50 or more full-time-equivalent employees in 2015, are currently obligated to fulfill reporting requirements for 2016.

What about the Executive Order related to ACA?

On his first day in office, President Trump signed an executive order titled Minimizing the Economic Burden of the Patient Protection and Affordable Care Act Pending Repeal. It directs federal agencies to use discretion “to the maximum extent permitted by law” in waiving, deferring, and delaying ACA provisions that pose a fiscal or regulatory burden, fee, tax, or penalty on states, individuals, families, healthcare providers, health insurers, patients, recipients of healthcare services, purchasers of health insurance, or makers of medical devices, products, or medications.

Employers are not specifically mentioned in the executive order, though it’s likely they are intended to be included. In addition, while it reinforces the intent to repeal, the executive order itself does not change the law. Furthermore, it remains unclear how the IRS may apply its newly-granted discretion to ACA filings. As a result, without specific notice by the IRS, prudent employers are still following the employee notice and filing requirements.

OK, so what are the deadlines this year?

March 2, 2017, is the deadline for notice to employees (most commonly a copy of the 1095-C). The deadline for paper filing of forms 1094-C and 1095-C is February 28, 2017. The deadline for electronic filing is March 31, 2017. Electronic filing is required for organizations submitting 250 or more returns.

What has changed from last year’s filings?

The good news is that the 2016 IRS forms and instructions are similar to last year’s. There are just a few differences:

Changes due to expiration of transition relief.

Some limited transition relief is still in effect for insurance plan years beginning in 2015. However, transition relief related to calendar year 2015 is no longer valid.

  • On Form 1094-C, line 22, box B is designated “Reserved.” Qualifying Offer Method Transition Relief is not applicable for 2016.
  • Code 1I for Form 1095-C, line 14, and code 2I for Form 1095-C, line 16, are no longer applicable and have been reserved.

New codes for conditional offers of coverage.

Conditional offers are subject to reasonable, objective conditions, such as an offer of coverage from the spouse’s employer.

  • 1J – An offer of minimum essential coverage (MEC) providing minimum value (MV) to employee and at least MEC conditionally offered to spouse, no coverage for dependents
  • 1K – An offer of MEC providing MV to employee; at least MEC offered to dependents; and at least MEC conditionally offered to spouse.

Affordability safe harbors.

1095-C Line 16 codes 2F, 2G, and 2H, which indicate that an offer of insurance was affordable, can be used only in months where coverage was offered to at least 95% of full time employees. Cross reference the months with Form 1094-C, Part III, column (a). You cannot use the affordability safe harbors during months where you checked the “No” box.

The forms are confusing. What if I make a mistake in the reporting?

As long as you meet the deadlines, the IRS has extended relief from filing penalties for errors made in good faith. This includes incorrect or incomplete information reported on the 1094-C, 1095-C, or statement to employee.  According to the IRS, no relief is provided for employers who “cannot show a good faith effort to comply with the information reporting requirements or that fail to timely file an information return or furnish a statement.”

If you don’t meet the deadlines or can’t show good faith effort, filing penalties are steep. A penalty can apply when the employee notice or IRS filing is late or contains errors. The penalty amounts shown below can be doubled if the employer demonstrates “willful neglect.”

Penalty Type Provided/Corrected within 30 days of deadline Through 8/1/17 After 8/1/17
Employee notice $50 per notice
Maximum $500,000
$100 per notice
Maximum $1.5 million
$250 per notice
Maximum $3 million
IRS filing $50 per return $100 per return $250 per return

Source: https://www.irs.gov/irm/part20/irm_20-001-007r-cont01.html

Of course, even if you file correctly and on time, you may still be subject to employer shared responsibility assessments, also known as ACA pay-or-play penalties (if your returns show that you didn’t offer adequate insurance to full-time employees and an employee received a tax credit for purchasing insurance). We’ll know more about that as details of any future ACA repeal are published.

18 Jan 2017

Understanding ACA Subsidy Notices

What are they, and what should I do if I get one?

As part of the Affordable Care Act (ACA), the Department for Health and Human Services (HHS) sends ACA subsidy notices to alert employers of their employees’ qualification for premium subsidized health insurance through the health insurance marketplace. The intent of these notices is to ensure that employees who qualified for subsidies are actually eligible—not to accuse the employer of making a mistake. Identifying faulty subsidy assistance could save both you and your employee(s) in the long run.