Workforce Administration services

Payroll processing, including paid time off, reimbursements, and tax filings

System

BeyondPay, ArtsPool app, Google Drive

What ArtsPool staff does

We collect employee data to onboard them into the payroll system and process your company's payroll (including payroll tax filings) through BeyondPay. You have access to your BeyondPay account at all times. We track paid time off according to your company policies, either directly in BeyondPay or via the ArtsPool app and a Google Sheet. We track timesheets for members requiring this level of detail in BeyondPay. We process reimbursements as required to/from employees via payroll.

What member staff does

You must provide ArtsPool with access to their legacy payroll system for conversion during onboarding. Thereafter, you must alert ArtsPool to any changes in personnel, wages, insurance, deductions, etc., so that such information can be accurately reflected in the payroll system. You must also carefully review and approve each pay run through the ArtsPool app. Payroll reports (including taxes and filings) are available to members at any time in BeyondPay, or by request through the ArtsPool app.

ArtsPool cannot verify if reported payroll matches time worked by employees, as we have no visibility on this. You must verify time worked by your employees.

Collection and maintenance of worker documentation (W4, I9)

System

BeyondPay

What ArtsPool staff does

We process required tax withholdings and work authorizations through BeyondPay. We apply the selected W-4 withholdings into the payroll system and confirm that an I-9 is on file.

What member staff does

You should alert any new staff that ArtsPool will be requesting information from them for payroll purposes through BeyondPay. If staff members do not complete this information, ArtsPool cannot put them on payroll. You must also log into BeyondPay to verify each new employee’s I-9 information. You have access to your BeyondPay account at all times.

ArtsPool cannot verify employee I-9s, as we do not have access to inspect original identification documents. This should be done in-person with the new hire.

Support for statutory insurance (unemployment insurance, workers’ compensation insurance, disability insurance)

System

ArtsPool app, Google Drive

What ArtsPool staff does

We will complete any routine forms required by your broker or carriers and provide any requested payroll information or tax filing records. We will file policies, renewals, etc. in Google Drive, which you will have access to. We will review routine statements relating to these policies, such as notices of unemployment insurance claims, and verify them against payroll data as required. We will prepare routine payroll audits for workers' compensation and disability insurance as required by your carrier(s).

What member staff does

You are responsible for forwarding any notices or invoices received from NY State’s Unemployment Insurance Division, Workers’ Compensation Board, or Disability Insurance Division to ArtsPool. For outstanding liabilities, contested claims, or anything other than routine payments and forms, you should work directly with a labor lawyer and/or an insurance broker, both of which ArtsPool staff can assist in connecting to members, if requested.

ArtsPool does not submit or file any claims for workers' compensation, disability, paid family leave, unemployment, or COBRA. We do not manage contested claims. We also do not participate in telephone/in-person payroll audits on your behalf, but we will provide you with data to complete the telephone/in-person audit).

Issuance of earnings reports (W-2s)

System

BeyondPay

What ArtsPool staff does

We issue W-2s through BeyondPay and retain copies for audit files. We facilitate corrections as required by employees by working with BeyondPay to make any required updates to documentation and tax reporting.

What member staff does

You will receive a packet of W-2s from BeyondPay each January. You must distribute individual W-2s to employees (by hand, mail, etc.).

Support for hiring and termination processes

System

Templates

What ArtsPool staff does

We can provide you with templates for postings, offer letters, voluntary termination letters, etc. upon request.

What member staff does

You should communicate directly with current and prospective employees and interface with lawyers on employment matters as required.

ArtsPool is not equipped to provide any advice on handling involuntary terminations, but we can provide contact information for attorneys.

Employee handbooks

System

Template, BeyondPay, Google Drive, DocuSign

What ArtsPool staff does

ArtsPool can provide you with a template employee handbook upon request, and connect you with legal resources for review. We will maintain a record copy of your handbook and distribute it for digital signature to new employees, or to current employees when updated. We will refer to your approved handbook to manage paid time off tracking in BeyondPay.

What member staff does

You are responsible for customizing ArtsPool's template employee handbook to your specific business needs. You should also have the final document reviewed annually by a lawyer. You must also provide ArtsPool with the final, Board-approved version of your employee handbook, so that ArtsPool can keep accurate records and better assist you in managing your compliance.

Support for compensation review and approval

System

Template, Google Drive, DocuSign

What ArtsPool staff does

ArtsPool can provide you with a template for Board review/approval of your executive salaries, Once you create these documents and complete them with the relevant information, we can also route them for approval by the Board via our digital signature system, if you request.

What member staff does

You must communicate salary increases to ArtsPool staff, and also provide names and email addresses of any signatories of the requested salary authorization form (executive staff, Board, etc.).

Support for employee benefits administration

System

ArtsPool app, BeyondPay, third party benefits systems

What ArtsPool staff does

We assist in the administration of certain aspects employee benefits such as payment processing and preparing payroll data required for renewals and audits. We enter and report payroll deductions to/from third party systems (such as retirement investments). We provide contact information for vendors we have used and/or recommend fellow members with similar experiences.

What member staff does

You must communicate to ArtsPool staff regarding their benefits plans, insurance policies, and payment requirements.

ArtsPool will not set up benefits plans, enroll employees in plans, interface with member brokers, select benefits vendors for members, or prepare Form 5500 or other tax filings required in connection with retirement plans.

Other "Human Resources" templates and resources

System

Google Drive, ArtsPool app, other best practices websites and resources

What ArtsPool staff does

Generally, ArtsPool handles tasks that are data-driven. Beyond data processing, if members have HR questions or needs that come up, we can provide legal contacts, best practices articles, and templates. We can also share any experience we have had with any similar issues. We will flag areas of concern that we spot (such as potential misclassification for employees), but we do not make any promise to spot every issue or to be the primary manager of your risk.

What member staff does

You are responsible for managing their own employees and any HR issues related to employment such as performance reviews, disciplinary actions, insurance claims (workers compensation, unemployment, disability, paid family leave, COBRA), or legal matters related to involuntary termination.

ArtsPool does not conduct performance reviews or manage any personnel issues for members, nor will we address any legal matters including any involuntary termination or make disciplinary recommendations. If asked, we will weigh in on how staff interact with ArtsPool.


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