With 2023 group health enrollments behind us, and W-2 season wrapping up – most employers have a strong opinion about the role their payroll provider played in both of those, good or bad. 
Let’s consider open enrollment first. If your payroll provider utilizes an electronic benefits module, and made an implementation plan with your broker – things should have gone smoothly. Benefits enrollment is always subject to hitting snags throughout the process. Here are some things to consider: 

•    Was there communication between all parties if a timeline changed?
•    Was everyone pulling in the same direction, without making you (the employer) an unnecessary go-between? 
•    Was every party involved invested in making sure things were done right the first time?
•    Have you considered an API connection or Data Bridge with your Carrier?  (Fees may apply) 

It’s important not to over- or under-rely on technology. Let the electronic benefits modules do their job, but make sure you and your payroll provider have your eyes peeled for potential issues. 

W-2 season brings similar headaches. If the employer has done their best to ensure that all employee info is up-to-date and accurate, the prevention and resolution of those headaches’ rests heavily on your payroll provider. If employees have questions about W-2s, or there’s a potential error, who fields those concerns – you or your payroll provider? If the employee hasn’t received a W-2 within a couple weeks of the 1/31 distribution deadline, who gets them a reprint? Can they access their W-2 online? 
Speaking of that 1/31 deadline, there is potential for an IRS penalty for failure to produce or postmark employee W-2s by that date. Regardless of which party is at fault for the delay, the employer is responsible for the potential $170 per form fine. 

Equally important, were you charged additional fees for W-2 processing? Since you’re paying (no small amount) throughout the year for payroll processing, employers assume they won’t be charged extra for what seem like standard payroll services. We’ve seen invoices from competitors charging anywhere from $2 to upwards of $10 per W-2. For businesses with hundreds of employees, and/or high turnover, this adds up quickly. SuretyHR doesn’t charge additional fees for basic services like W-2s. Our clients have a dedicated payroll manager in our Ohio offices that they can reach at virtually any time, plus plenty of employer and employee self-service options. If your business is unimpressed with how your payroll provider handled these important processes, consider talking to SuretyHR about your payroll needs. SuretyHR is part of the Spooner Risk family of companies, which means you can expect the same stellar service from our payroll staff as you would from the rest of our team. If you need more hands-on, personal support from a payroll provider, let's have a convertsation. You can contact us here or at (440) 249-5203.