FAQs - Frequently Asked Questions

1. What does your complete front and back office support entail?
We offer the following services: payroll processing, payroll funding, nation-wide employer of record services (insurance) for both clerical and high risk workers comp codes, HR support, web-based access for both you and employees, credit analysis, collections support, simple fee structure and easy, non-restrictive contract terms.

2. Do you allow for weekly pay to contract employees?
Yes. We process payroll runs weekly for both W-2 employees and 1099 contractors. You also have the option to set up processing for bi-weekly, semi-monthly and monthly payrolls. It is not necessary to have all of your temps on the same payroll schedule.

3. What percent do you charge for payroll services (Contract as well as Direct Placements)? Is there a sliding rate structure that can be applied?
Fees are percentage based and are figured on pay rate, not bill rate. These fees can range anywhere from 2% to 12% depending on the services provided, volume, credit, etc. By basing our fee structure on the pay rate rather than the bill rate, our clients are able to negotiate bill rates with their clients at the table without having to go back and recalculate their profit margins with each change. This also allows our clients to keep more of a well-negotiated mark-up rather than having to share a bigger “piece of the pie” with their EOR/Funding provider. Our fees are all-inclusive and do not increase based on length of term or turn around time for invoice payments. We do not charge any type of set-up fees or bad debt reserve and you are not penalized for a client that needs a Net 60 term or pays the occasional invoice several weeks late. This simple fee structure allows you to know exactly what your profit margin is from day one without having to worry about hidden fees or having your profit eaten away before you get it.

4. What are the maximum credit terms you are willing to extend to? Often times we see Net 15 as well as Net 30 with weekly or bi-weekly invoices. Is this do-able?
Credit limits are determined by the credit worthiness of the client. Once a client is submitted for approval, we will pull their credit and give you a limit and term usually within 1 business day. If there are issues with the credit amount or term requested, we will provide you with a formal credit application for your client and re-evaluate their approval based on information submitted. We have client terms that range from Net 10 to NET 60.

5. Can we allow for customized invoices? How detailed can we get?
In short, yes. Our invoices are system generated and include our information (logo, remittance address, etc.) at the top as well as your company name and logo (depending on size and resolution). On the front of the invoice, we are listed as your billing service. The invoice content typically lists the employee name, rate, number of hours, pay period etc. and can also include items such as PO numbers, client internal coding, etc. Each type of service can be line itemed separately such as REG vs. OT, bonus amounts, expenses, etc. Documentation provided with the invoice depends on the client requirements. In an effort to streamline the billing process and keep collections to a minimum, our system will automatically email a copy of the invoice to client upon generation and place a copy of the invoice in your web file for your review.

6. Will we be able to handle tax filings for year-end purposes?
This depends on whether or not we are the employer of record. If we are the employer, then we will file all tax returns and provide you with a 1099 showing profits paid to you. If you are the employer, then we will prepare required payroll reports and work with your CPA to see that all information is remitted on your behalf. In either case, we will generate year-end w-2s and 1099s and deliver to the temps.

7. Will we be able to withholdings for paychecks across the US?
We are registered to do business in all 50 States and withhold accordingly.

8. Does the pay-rolling still allow for us to be the employer?
Yes. You have the option of remaining the employer of your temps or we can do this for you. If you choose a non-employer option, the basic services remain the same, however, all taxes will be paid under your EIN and you will be responsible for securing your own employer insurances.

9. Do you provide any consulting? Marketing or Real-Time Metrics?
In order to avoid conflict of interest, we do not do any direct staffing or market staffing services. We can however, provide you with marketing materials, on-line demos, etc. that you can use to explain our role in your business to both candidates and clients. As for consulting, we operate on the philosophy that the more successful our clients, the more successful our business; therefore, our expertise and knowledge is always a phone call or visit away at no extra charge to you. We often have recruiters that call us directly from the client site or conference call to assist in answering client questions, coming up with workable solutions and ultimately closing deals.

10. Do you offer a database? If so can you elaborate?
We do not currently offer a front office candidate tracking database. However, we do offer full service web-based accounting software that includes training and support.

11. How long is the implementation process?
This depends on the initial load. If you are assigning several hundred temps in the beginning, it will take several days for system prep. However, if you are starting with a smaller load, then the entire process from contract receipt to payroll readiness is usually less than two weeks. Once your account is established, loading new temps is done on a daily basis so you can literally start someone on Friday and have them paid in two business days.

12. Do you provide general business as well as professional business liability insurance? Does the insurance provide Fidelity Bonds? Have you ever waived your rights of subrogation? Would this be something we would be able to do if asked?
We carry both General Liability and E&O coverage. We also carry worker’s compensation insurance including EPLI coverage. We do not currently carry a Crime policy (Fidelity bond) but can look into this service for you. Waivers of Subrogation are done on a client by client basis and require underwriter approval. There is usually an additional fee for this. We also provide an Auto rider on our General Liability policy to cover property damages in case of an auto claim involving a covered worker.

13. Do you provide Benefits? If so what are the plans available and at what costs?
At this time we do not provide HMO/PPO coverage to our workers. We do however, provide major medical coverage through a third party provider and the workers also have available to them an entire host of AFLAC policies including short and long term Disability, Dental, Vision, Illness, Injury, Cancer and many others. These policies are payroll deducted and portable which means that the temps can keep the coverage after their assignment ends at the same low-cost payroll rates. There is no waiting period for the above policies.

14. Do you help provide credit risk management?
Yes. Whenever you are looking at taking on a new client, we will happily take a look at their credit for you so you can make the decision whether or not to proceed before you spend precious time and efforts on a high risk client. Initially we look at Experian and Dun & Bradstreet. If these resources are not sufficient, we can delve further and look at trade references and check other vendor accounts to determine credit worthiness. All of this is done at no cost to you as we want to make sure that you and Clover are not taking on to much risk at any given time. We also provide collection assistance on all of our accounts. We are very aware that the client recruiter relationship is at the heart of every account and all collection efforts are discussed with our clients and handled with the utmost care. You will receive weekly Aging reports and can request regular collection meetings with your processor to ensure that the best approach is being taken to keep your Aging in check.

15. When are profits paid - weekly?
We do not advance recruiter profits. Profit payments are processed every Wednesday and deposited every Friday based on payments received the previous week. Basically, you get paid when we get paid. Profit payments are processed via Direct Deposit into your bank account.

16. Web based software & timekeeping
Our system is completely web-based and can be accessed from anywhere, anytime. You and your temps will have access to our system. You will be able to access items such as invoices, payroll journals, profit reports, aging reports, vendor payments, copies of paychecks, etc. The employees/contractors will have access to blank forms, check stubs, YTD/wage statements and Year-End W-2s. Custom reports are also available should you require information that is not contained in our standard reports. You also have the option of loading your forms into the employee hub so that your temps have access to both our forms and yours in one easy to access location. We have several options for collecting timesheets. Time can be collected manually (you or the clients sending in paper timesheets via fax or email) or you can log into your web portal and enter time directly into our system. If you have your own timekeeping system in place, our system can accept any type of flat file (CSV, Excel) as well. All of these options are included in our fees so there is no extra cost for these services.

One of the main differences in our company versus other providers is that our contract is structured to allow you to try our services on a large or small scale without having to make a long term commitment or having to assign your entire temp base. Our contract renews every thirty days and is non-exclusive which means that you can utilize other providers or take your payroll in-house (all or in part) whenever your business dictates. This allows you to add or drop services as your company’s needs change without having to renegotiate or renew your contract. Essentially, we want you to be our client because we offer you excellent service, not because you are contractually bound to do so.