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Few independent payroll processors have the technical expertise to effectively service the sophisticated middle-market customer. Olde Florida specializes in working with medium-sized firms, typically those with 20 - 200 employees. Below is a sampling of the business we’ve won and the solutions we’ve implemented.
A prominent South Florida country club was contracted with a regional PEO (leasing firm) to provide payroll, tax filing and human resource services. The health benefit selection offered by the PEO was unacceptable, so the club sourced that coverage independently through a local insurance brokerage.
Although the country club was not using the full suite of the PEO’s package, they were billed extremely high administrative fees – approximately $1,000 per worksite employee per year.
The club’s new controller was determined to control expenses and streamline existing payroll. Several reputable outsourcing providers proposed their services.
Olde Florida Payroll was the ideal solution. Our open-architecture ASO (Administrative Services Outsourcing) model is specifically designed to wrap around a business’s existing insurance relationship, allowing the country club to replace the PEO and retain the health and workers’ comp solutions provided by their insurance broker. Competing ASO solutions mandated that the client drop all current coverage and move the workers’ comp and health plans to the new provider.
In addition to being a perfect fit, Olde Florida’s administrative fees were half their current provider’s, saving the club over $40,000 a year. When the club’s workforce shrank dramatically for a few months during a summer rehab project, the administrative fees shrank as well, respecting the client’s decreased cash flow.
Today, the client enjoys integrated HR, payroll and timekeeping, all centrally accessed from Olde Florida’s website. New hires are thoroughly background screened. Employees have access to unlimited work/life consultations through Olde Florida’s employee assistance program (EAP). New hires entered in the payroll system automatically sync to a network of biometric time clocks, allowing hourly staff to clock in or out from three different time clock stations spread throughout the campus. After-payroll solutions including workers’ comp remittance and benefits remittance are handled free of charge.
- Over $40,000 in annual cost savings
- Open-architecture model that allows flexibility in choosing health plans
- Biometric time clock system
- Enhanced personal services including an EAP program, background screening, and after-payroll administration.
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A restaurant company operating four prominent restaurants along Florida’s Gulf Coast experiences tremendous turnover typical of its seasonal business pattern. While high turnover poses challenges to the weekly payroll, the challenge was compounded by the company’s payroll provider. The vendor communicated exclusively by fax, creating an administrative headache. In addition, employee data or final payroll figures were not immediately available to restaurant management. The restaurant company’s relationship with the vendor became one of numerous phone calls back and forth to fix errors and double-check information. The situation eventually wore thin on restaurant management.
Olde Florida immediately recognized that the vendor was behind-the-times with technology. We streamlined the client's workflow by putting employee information in our cloud-based payroll software. Payroll responsibility is now assigned to the restaurant level, allowing each manager to “own” her employee data and payroll.
- Drastically improved workflow
- Error-free payroll processing.
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This landscape company outsourced payroll to a vendor that ignored requests for support, performed routine work in an unacceptable timeframe, and used aging software that archived the prior year’s information too quickly for the company to audit or refer to important historic data. The problems compounded to make the vendor relationship unacceptable, especially in light of the company’s daily issues with “buddy-punching.”
Olde Florida prescribed two physical time clocks, each equipped with a sophisticated fingerprint reader that allowed the client to combat buddy punching. We implemented custom-rounding programming into the time clocks that conformed to the client's unique work rules, saving significant time each week that used to be spent cleaning up errant punches.
- Company eliminated one full-time employee from the payroll process.
- Client maintains timecard data online. The system is automatic: pay is imported into payroll, which is automatically created online. The client makes final check adjustments, reviews the final figures online and submits.
- Labor workflow now operating at peak efficiency.
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This organization operates four distinct businesses. Each one was on a unique processing schedule. The national payroll vendor had saddled the organization through the years with multiple software platforms. Management found it very difficult to get their hands on accurate information, and business units weren't able to collaborate.
Olde Florida advised consolidating the entire organization onto one integrated timekeeping and payroll platform. The advantage is that resources can be shared through the various companies because all units are speaking the same language. Olde Florida helped the client convert all companies to the same processing cycle, resulting in a consistent rhythm to their biweekly payrolls.
The organization’s executive team was dumbfounded when Olde Florida presented a monthly all-inclusive professional service fee. Not only did the organization drastically reduce its processing charges, they no longer have to keep track of the dozens of nickel-and-dime fees imposed on them previously.
The organization’s four businesses are seamlessly integrated and payroll processing fees have been reduced by more than $1,000 per month.
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