Demonstrations

ExponentHR Features:

• Flexibility in determining when an employee's payroll voucher becomes visible online to the employee  (on pay date or set number of days prior)
• Ability to force employees to enter beneficiary information when enrolling in life plans
• Viewing a manager's grant access rights as of a specific (historical) date
• Through custom fields, the ability to list multiple emergency contacts on an employee's personnel record
• Managing the allocation of payroll misc. adjustments that are issued through the Recurring Items utility

ExponentHR Text Alerts Feature:

• Employees can be alerted via text message when a custom notification has been delivered to their Message Center
• Participation in the text alerts is optional, as employees manage their enrollment via ExponentHR website and/or text prompts
• QuickList report may be used to see which employees:
  • have mobile number on their record (and are eligible to enroll in text alerts)
  • are currently enrolled in the text alert functionality
• Administrators have the flexibility to control if any particular custom Message Center notice may be accessible via text alert (or should only be accessible via other options)
• Received text alert will display subject of the Message Center notice and contain a link to access the body of the message (link will prompt employee enter login credentials prior to securely viewing the message content)
• EAN Administration option to bypass management approval process for when employee enters/updates mobile number on their personnel record

Compliance Items:

• South Carolina SOC Requirement: Starting with 2024 1st quarter filing, Standard Occupational Classification information is to be included (managed through Job Code setup)
• EEO Reporting: The online portal will be open 4/30 - 6/04/24 for reporting 2023 data
• Washington DC: Employers with at least one employee in DC must provide min/max projected salary or hourly pay in all job listings (effective 6/30/2024)

Recent Enhancements:

• New ExponentHR text alert functionality
• New manager-focused widgets on ExponentHR Mobile, including ability to (in a mobile-friendly layout) review/approve employee time, paid leave, EANs, and lookup employee information
• EEO Reporting: Option to systematically combine exported results of each establishment onto a single file that may be used for submission to the agency's portal

ExponentHR Features:

• Easy (and multiple) access points to obtain a copy of W-2 forms for terminated employees 
• Reviewing and Managing benefit enrollment changes via Portal Management utility (ex. while waiting for a new EDI file to be placed in production)
• Reviewing overtime hours and dollars for a pending pay period prior to approving the payroll batches via the Pay Period Summary Report 
• Option to allocate recurring payroll items to multiple classification codes
• Administering who can view documents/files posted to an employee's personnel record

ExponentHR Employee Documents Feature:

• Option to upload documents/files directly to employee's personnel record
• Organizing documents by category
• Limiting visibility to uploaded documents based on user's role and the assigned category
• Reviewing titles of documents assigned to a category
• Incorporating a task to upload a document to the record as part of the onboarding process (ex. Drivers License, Certifications, Application, etc.)

Compliance Items:

• OSHA Reporting: DOL announced the expansion of electronic submission requirements for injury & illness data provided by employers with more than 100 employees in high-hazard industries (effective 1/1/2024)
• Washington DC: Employers with at least one employee in DC must provide min/max projected salary or hourly pay in all job listings (effective 6/30/2024)
• South Carolina SOC Requirement: Starting with 2024 1st quarter filing, Standard Occupational Classification information is to be included (managed through Job Code setup)

Recent Enhancements:

• State specific Form W-4 Changes for 2024 (automatically updated in ExponentHR)
• New monthly training sessions for administrator and functional users starting in March 2024:
  • Payroll Function: 1st Thursday of every month 1-3pm (CST)
  • HR Function: 2nd Thursday of every month 1-3pm (CST)
  • Benefit Function: 3rd Thursday of every month 1-2pm (CST)

ExponentHR Features:

• Option to update the details of a candidate's offer letter (even if candidate has not declined the offer) 
• Assigning a proxy with rights to submit expense reimbursements on another user's behalf via Alternate Expense Submitter Setup functionality
• Posting internal job openings for employees to view within the ExponentHR website
• Monitoring PPACA benefit eligibility of employees through the Variable Hour Employee Analysis utility and defining the lookback periods
• Automatic rollover of the annual performance review timeline schedules from year-to-year

ExponentHR Custom Field Feature:

• No limit to the number of custom fields your organization activates
• Creating custom fields that drive eligibility for benefit and/or paid leave plans
• Fully customizable custom fields to match your organization/industry needs:
  • Defining field format
  • Option to limit values to a pre-defined drop-down list
  • Flexibility to make a field required
  • Choosing which role types (employee, manager, admin, etc.) can see the field
  • Selecting which companies within your organization the field is applicable
  • Choosing where field appears on employment records, EANs, and reports
• Reporting capabilities
• Option to create a custom field that is only used for EAN purposes (and does not display on the employee's personnel record). May be used in employee-specific EANs or Misc HR/Payroll Notification EANs.

ExponentHR Custom Tables Feature:

• No limit to the number of custom tables your organization activates
• Custom tables appear on personnel records and are also accessible through Custom Table utility
• Through Custom Table utility, option to control on a table-by-table basis which rights a user has to a custom table (view, add, edit, and/or delete)
• Defining which columns appear in the table and the permissible formats
• Examples: Managing certificates, licenses, disciplinary actions, and more!

Compliance Items:

• California and Massachusetts: January 31, 2024 deadline to report state-level ACA healthcare information (ACA forms must be approved prior to this date)
• Ohio Tax Exemption: Beginning in 2024, the income of all individuals under the age of 18 are exempt from municipal income tax in all municipalities (managed through tax overrides)
• South Carolina SOC Requirement: Starting with 2024 1st quarter filing, Standard Occupational Classification information is to be included (managed through Job Code setup)

Recent Enhancements:

• Alabama Overtime Pay Tax Exemption: New (effective January 1, 2024) overtime tax exemption for hours worked over 40 in a given week and associated reporting requirement for employers
• One-Time Passcode (OTP) Expansion
  • New option to have OTP sent via mobile text or other non-shared contact information
  • OTP authentication added to First Time User Login and Forgot Password
  • Employee prompt to confirm OTP delivery options within 30-days of receiving security question/answer authentication

ExponentHR Features:

• Documenting and tracking the recruiting sources of your new hires
• Administering worker compensation rates for each policy year
• Using the Performance Management utility to enter overarching company and other classification objectives/goals
• Quick Links: One-click access to any page/utility within ExponentHR website
• Automatic notifications to individuals once their year-end form becomes accessible

ExponentHR Year-End Features:

• All year-end forms (W-2 / 1099) accessible online to individual upon employer review/approval of the forms
• Employee option to receive their year-end form via printed copy (in addition to virtually)
• Forms automatically printed/mailed to former employees (based on mailing address)
• Custom notifications to employees (ex. reminder to check accuracy of mailing address)
• Employer deadline to approve year-end forms is by end of January 9, 2024
• Obtaining information reported on company's Form W-3
• Year-End utility to review details and drafts of each form prior to approval
• Reviewing action-required items and your company profile in Tax Management utility prior to end of year

Compliance Items:

• Alabama: New (effective January 1, 2024) overtime tax exemption for hours worked over 40 in a given week and associated reporting requirement for employers
• Affordable Care Act (ACA) - Affordability percentage is dropping to 8.39% for 2024 (9.12% for 2023) based on the IRS' annual inflation adjustments to the percentage of household income (which is used to determine if an employer's offer of health coverage is considered affordable)
• Increased California paid sick leave requirements beginning on January 1, 2024, which mandates employers to provide employees with 40 hours of sick leave per year (currently 24 hours)
• New state mandate of paid leave plan offerings in Illinois and Minnesota (effective January 2024)
• California and Massachusetts: January 31, 2024 deadline to report state-level ACA healthcare information (ACA forms must be approved prior to this date)
• State minimum wage updates effective 2024 (automatically updated by ExponentHR for Federal and State minimum wage rate changes. If local rates are different, then Change Employment EANs are necessary to complete an override to the minimum wage rate)

Recent Enhancements:

• One-Time Passcode (OTP) Expansion
  • New option to have OTP sent via mobile text or other non-shared contact information
  • OTP authentication added to First Time User Login and Forgot Password
  • Employee prompt to confirm OTP delivery options within 30-days of receiving security question/answer authentication
• Obscuring employee bank account numbers by default when viewed on personal records and within eAction Notices

ExponentHR Features:

• Option to activate/deactivate expense reimbursement functionality by company within your organization
• Employee self-service option to view their own paid leave history of hours accrued/taken as well as see their estimated paid leave hours that will be available as of any future date
• Expanding an employee's Total Compensation Statement to display non-monetary benefits awarded to the employee
• Reviewing the status of open enrollment files and ongoing file feeds for remainder of plan year through the EDI Utility 
• Option to send a confirmation message to employees who have successfully submitted their open enrollment elections

ExponentHR Communication Features:

• Obtaining employee input and feedback through the Survey Management tool and analyzing results by location, pay range, and other classification fields on personnel record
• Company Notification Options:
  • Creating/customizing Event-Driven Notifications to automatically inform selected individuals/groups (internal or external) upon a specific type of personnel record change
  • Posting messages on the dashboard of an employee/manager through Company Notices
  • Using the various built-in features to customize Message Center notices sent to employees
  • Having custom notifications automatically sent on recurring schedule to all individuals hired since last scheduled occurrence

Compliance Items:

• EEOC online reporting portal to open 10/31/2023 with a deadline of 12/5/2023 to report 2022 data
• USCIS published revised From I-9, which will replace the existing form on November 1, 2023. (the prior/existing form presently on file may continue to be used until 11/1)
• Affordable Care Act (ACA) - Affordability percentage is dropping to 8.39% for 2024 (9.12% for 2023) based on the IRS' annual inflation adjustments to the percentage of household income (which is used to determine if an employer's offer of health coverage is considered affordable)
• Increased California paid sick leave requirements beginning on January 1, 2024, which mandates employers to provide employees with 40 hours of sick leave per year (currently 24 hours)
• New state mandate of paid leave plan offerings in Illinois and Minnesota (effective January 2024)

Recent Enhancements:

• NEW: Form I-9 now available within ExponentHR for online e-signature and is incorporated into all I-9 functionality in onboarding, New/Re-Hire EANs, personnel record, and reporting
• NEW: EEO-1 Headcount report has been updated to match the new EEOC reporting requirements