HR Administration
Keep track of your employee information:

• Name, address, multiple phone numbers, marital status, DOB, supervisor, shift, phone #s, email addresses, notes, emergency contacts, union

• US Version: W4, I9, EEO class, OSHA , Workers Comp class, disability and veteran status

• Canadian Version: Employment Equity, OSH

• Organizational information with complete history including location, division, department and job title

• Employment status and length of service

• Termination analysis with types of reasons

• Skills, training, education, previous employers, licenses, assets

• Complete dependent information with other insurance coverage for coordination of benefits

• Includes many reports such as Employee List, New Hire, Address Labels, and Birthday List

Benefits Management
Ascentis HR supports a wide variety of benefit plan features including:

• Accurate point-in-time benefits report for any past, current, or future date

• Automatic calculation of employee and dependent eligibility

• Automatic calculation of volume, costs including company and employee contribution, smoker vs. non-smoker rates, age-based rates, overage child rates, and before or after tax status

• Complete history of all benefits enrollment and changes including what changed, when it changed, and who made the change

• Conventionally insured plans and self-funded plans

• List billing report with billing adjustments

• Other insurance coverage for coordination of benefits

• Open enrollment tracking

• Easy duplication of plans across companies

• Quickly generates benefit statements

• Billing reconciliation with remittance reports

Ascentis HR Supports the following types of benefits:

• Medical, dental, vision and hearing

• Prescription drug

• Individual and aggregate stop loss

• Short and long term disability

• Employee/retiree life and AD&D

• Supplemental life and AD&D (employee, spouse, and dependent)

• US Version: Section 125 plans including Premium conversion, healthcare & dependent care reimbursement, 401 (k) plans

• Retirement plans

• Other plan types such as pre-paid legal and other voluntary plans

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Compensation & Performance Reviews

• Review Wizard automatically records the results of the review including bonus and compensation changes, if applicable

• Compensation Plan Wizard

  • Unlimited number of custom compensation plans including salary ranges

  • Calculates Compa-Ratio

  • What-If tab helps model and evaluate impact of salary changes

• Compensation reports include detail, history, and change

• Payroll reports include payroll info, deductions, and deductions change

• Review and bonus reports include reviews pending, review form, bonuses awarded, pay raises awarded and performance history

Attendance
Using the Attendance area of Ascentis HR, you can keep track of all the leave types that your company may offer from vacation to sick to jury duty. Features include:

• Automatically calculates eligibility, accrual, lump sums, carry over, amount taken, amount available and leave lost due to maximums

• Track attendance in days or hours

• Supports leave types that do not accrue, such as jury duty or maternity leave where you simply want to track the number of hours taken

• Supports accrual and lump sum awards based on length of service

• Calculations can be based on a calendar or fiscal year, as well as the employee’s hire date

• Enforces both a maximum carryover and/or a maximum available

• Quick one click reports for a single employee

Powerful leave request functionality allows employees to request time off via Ascentis HR Self-Service. Managers can then view and approve the requests online. Intuitive leave
calendar views allow managers to see all employee leave, including both current requests waiting his/her approval, and requests which are already approved.

Compliance Management

• Family Medical Leave (FMLA) tracking including number of hours available and paid vs. unpaid leave

• US Version: EEO class, OSHA , Workers Comp class, disability and veteran status

• Canadian Version: Employment Equity, OSH

COBRA and coverage continuation functionality:

• Separate COBRA rates

• COBRA summary screen gives you a quick summary of the COBRA status of all employees

• Tracks COBRA election and notifications

• COBRA and coverage continuation letters that are generated and customizable in Microsoft Word

• Tracks COBRA payments

• Supports a COBRA TPA and fees

• Several reports including an eligible list, detail report, status report, and notices sent list

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Complete OSHA incident tracking and reporting

• Provides users with the tools to easily record any work-related injuries or illnesses and quickly produce the required OSHA forms (300, 300A, and 301)

Applicant Manager
Ascentis HR’s Applicant Manager streamlines the new hire process and makes it easy to manage contending candidates. Applicant Manager centralizes and stores the applicant information you want to track.

• Enter names, addresses, phone numbers, e-mail addresses, and applicant IDs

• Capture interview comments and references with customizable notes

• Attach applicant resumes, cover letters and application to their files

• Store previous employers and skills

• Manage positions applied for, application dates and hiring managers

• Track recruiting events, and EEO information

• Customization Wizard can be used to create custom fields

• Built-in report Wizard makes it easy to create reports

• Applicant Correspondence Wizard (ACW) can be used to communicate with applicants via e-mail or written correspondence.

• Instant transfer of new hire data into Ascentis HR

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Reporting
Report Wizard makes it easy to create a variety of reports:

Includes more than 300 pre-defined reports that you can customize with options like summary vs. detail, selection criteria, sorting, subtotaling, and page breaks.

• Build your own custom reports with an easy to use custom reporting wizard.

• Makes it easy to select individual employees or groups of employees by location, division, department, job title, supervisor, and employee status

• Use criteria matching to select which employees to include on a report (i.e. show me all employees that earn more than $40,000 per year)

• Once you have customized a report, it can be saved to run at a later date

• Distribute reports electronically by printing to Adobe PDF format (requires Adobe Acrobat, purchased separately)

Use powerful reporting tools such as Crystal Reports, Microsoft SQL Advanced Reporting, Microsoft Access, etc. to create sophisticated custom reports.

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Customization
Keep track of whatever information you want using Custom Fields:

• Supports an unlimited number of custom tabs and fields that you create

• Load Custom templates from the Ascentis website including credit cards, stock options, and more

• Define the field types as date, phone dollar amount, numeric, alpha numeric, drop down list, and decision (i.e.: Yes, No using radio buttons)

• Employee notes with multiple note types

Enrollment Form Maker
The Enrollment Form Maker (EFM) tool automatically captures and prints employee data from Ascentis HR onto provider enrollment forms providing an additional level of benefits enrollment automation, making the process easier and faster, and greatly reducing the possibility for error.

Payroll Connect
Payroll Connect provides integration with a variety of payroll systems to help you eliminate the need for duplicate entry into your payroll system. Depending on your payroll system, Ascentis HR may even be able to provide pay stub history data in Employee Self Service. Payroll Connect supports the following payroll systems:

• ADP PC Payroll for Windows (PCPW)

• ADP Pay eXpert

• Millennium Payroll (used by many payroll service providers)

• Microsoft Dynamics SL

• Microsoft Dynamics GP

• Primelink +

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Ascentis Payroll (Optional Module)
Ascentis Payroll is a Web-based payroll system that allows you to process payroll in “real-time,” ensuring 100% accuracy, flexibility and control. Real-time synchronization with Ascentis HR, interfacing capabilities with general ledger and time and attendance systems, and custom reporting bring you the solution to all your toughest payroll processing problems.

Instantaneous real-time payroll processing anytime, anywhere
Ascentis Payroll stands out from traditional payroll systems by providing instant payroll processing. Real-time payroll processing allows you to audit your payroll before creating checks rather than having to correct mistakes after the fact. Run payroll anytime, anywhere and as many times as you need to in order to ensure 100% accuracy. There is no need to transmit data to a processing center, no need to wait for the processing to be completed, no batch uploads and no transmission windows. No more waiting. Ascentis Payroll delivers on-demand payroll processing.

Take control of your payroll
Ascentis Payroll puts generating manual checks and creating reports in your control. Manual checks may be created on-demand for bonuses, vacation payouts, termination checks, third party and other special pays.

Ascentis Payroll gives you the control of an in-house payroll solution with the benefits of a hosted payroll offering. Outsourced technical and professional services provide an easy way to manage payroll for your organization. Decide between printing payroll checks yourself and having that service provided for you.

Eliminate extra paperwork and data entry errors by deploying Employee Self-Service (ESS). ESS allows employees to access their own direct deposit information, tax withholdings and paycheck history. Control the information that employees can view, change or delete. Have unlimited flexibility by creating custom tabs to communicate employee information.

Create, download, export or print reports to control which information is gathered and which information is sent to different departments. Report Wizards will guide you through the process of adding calculations to reports as well as storing them for future use in other reports.

Integration - the power of efficiency
Ascentis Payroll has the robust capability of interfacing with Ascentis HR, time and attendance systems, 401(k) and GL files.

The real-time integration between Ascentis Payroll and Ascentis HR simplifies the payroll process by eliminating redundancy and minimizing inaccurate information. Basic employee information, benefit deductions, salary information and more are transferred from Ascentis HR to Ascentis Payroll in real-time.

In essence, employee information is entered into Ascentis HR, synchronized with Ascentis Payroll, and then transferred to time and attendance, 401(k) and GL files, and any other client-specific database. Reports are generated, checks are distributed and all information is 100% accurate and available instantaneously. Save time and money by utilizing the power of Ascentis Payroll integration.

Secure online payroll and peace of mind
Ascentis Payroll offers secure access via the Internet. All data communicated between the user’s PC and Ascentis Payroll web servers is encrypted with SSL v.3 128-bit encryption. Network security infrastructure includes Network Intrusion Detection System (IDS) and firewalls, to track and notify of any sophisticated hostile attacks.

Each user is assigned a unique login and a secure password. Login and password information is only available on Ascentis Payroll back-end servers and not on any web server, ensuring that password lists cannot be compromised. There is only one client administrator access role that lets you determine all other user roles within the system.

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Employee Self Service (Optional Module)
Built on the Microsoft .NET platform, ESS connects employees to their personal employee data including attendance, benefits, and paycheck information. ESS can drastically reduce the call volume to Human Resources.

• Customizable via the Self Service set up wizard. You choose what information to make available, what employees can change, and what changes will be pended for review and approval.

• Any data in the employee data base can be made available via ESS. ESS tabs include My Self, My Family, and My Company.

• My Benefits is the Core application of ESS. Employees may use ESS to review their benefits or to participate in new hire or online open enrollment. Upon HR approval, elections are applied to employee records and confirmed via email.

• My Time Off provides a summary of attendance balances and leave taken. Time Off requests can be made online and routed to the appropriate manager. The manager accesses the My Team tab to approve or reject requests and to review a team calendar of scheduled time off.

• My Paycheck, working with advanced Payroll Connect for supported payroll systems and Ascentis Payroll, provides the employee with pay stub data, paycheck history, paycheck calculators, etc.

• Managers can quickly and easily access pertinent employee information from anywhere.

• The company leave calendar enables managers to allocate resources more effectively.

• Compa-ratio metrics and salary modeling tools assist managers in making equitable salary decisions while controlling costs.

• Workflow capabilities allow HR to create flexible approval processes that fit within existing company practices.

• Managers can initiate and approve changes within MSS freeing HR staff to focus on other responsibilities.

• Every workflow action in MSS triggers an automated email to affected approvers so a task is never overlooked.

Alerts (Optional Module)
Ascentis HR Alerts makes sure the right people get the right information at the right time, all the time. Alerts proactively monitor an organization’s HR and benefits information to keep you ahead of your employees’ needs. Ascentis HR Alerts comes with a library of automated Alerts. To use one of the Alerts in the library, there is no need for complex programming. You can simply select the Alert you want to use, specify who you want to notify, and turn it on.

Popular Alerts include birthday listings, anniversary listings, performance review reminders, COBRA reminders, new hire eligibility, benefits eligibility, and many more. You can also create your own custom alerts.

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Carrier Connect (Optional Module)
Ascentis HR Carrier Connect outputs eligibility data in the government regulated ANSI 834 standard format for health plans and extended custom formats for non-health plans. The information is then accurately, securely, and electronically communicated from Ascentis HR to both HIPAA and non-HIPAA insurance providers via a clearinghouse service. Currently the Ascentis Carrier Connect Clearinghouse has established relationships with most the of the nation’s leading insurance carriers. To achieve a truly paperless open enrollment, an organization can ask employees to make benefits elections online using Ascentis HR Self-Service.

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QuickStart Data Import and Export
The QuickStart Data Import Utility makes importing your employee data into Ascentis HR simple. QuickStart supports Microsoft Excel, dbase or any program that can create delimited text files. Ascentis HR can export data into a delimited file that can be read by other programs.

Organization Charts
Ascentis HR supports creating organization charts created in Visio 2000 or later. Visio must be purchased separately

Security
Ascentis HR allows you to create multiple security levels and define what areas of Ascentis HR users can access. Ascentis HR also includes built in supervisor security
that allows access to single or multi-level downline.

File Attachments
You can attach any type of file to the employee’s record such as a resume or application on the Attachments tabs in the Employee Info, Compensation, and Benefits windows. Ascentis HR tracks the data of the attachment, the file name, a description, and who attached the file. This feature is also available in the Applicant Manager module.


Integration: PDServices can help you interface Ascentis HR to our other HR applications (Performance Pro, Time and Attendance, Recruiting, and/or Merit Compensation) or to applications of your choice.

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