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ACH CASE STUDY: A Big Fish Catches a Whale of an ACH Partner

11.04.13 – Big Fish Payroll in Orange, CA. provides Payroll Services, HR Systems, HR Support, Time and Attendance Systems, and other industry related ancillary services to small and midsized employers.

There are ancillary services that complement that offering, but Big Fish remains true to its mission and its clients, by not becoming distracted trying to “be all things to all people”, Justin Dignam, Owner of Big Fish Payroll, states. “There are other companies that are very large and publicly held that can sell you anything you want: payroll, 401k administration, unemployment claims handling, etc., but what the client finds is that this portfolio of services is managed by different people, in different locations across the country, with different technology platforms. The only thing integrated is your invoice!”

The Problem

Big Fish Payroll in order to provide guaranteed ACH Processing for their clients, wanted to secure a proven ACH provider that would eliminate the worry of payday processing errors or delays.

“The business problem we needed to solve was we were reliant solely upon one ACH processor to facilitate all of the money movement we needed to support our client’s ACH and Tax collection and remittance,” stated Dignam. “We are huge fans of redundancy, and our success is predicated upon moving our client’s money safely and timely. A second processor was a requirement.”

Dignam contacted NatPay based on the fact that our industry reputation for maintaining compliancy and proven ACH track record was exactly what Dignam was looking for in a ACH processing vendor.

The Challenge for Big Fish Payroll was to find the ideal provider that was aligned to their business ethic and model in order to offer the services that they needed to accomplish the redundancy goal.

“We needed a vendor who understood our industry and had the appetite for our business model, and who also had the systems and related support infrastructure to accommodate our requirements,” remarked Dignam.

The Solution

NatPay has been in the ACH processing business since 1991, and has 100% accuracy rating in processing client funds. As a member of the IPPA (Independent Payroll Providers Association) and The Payroll Group, NatPay has earned a reputation of being more like an ACH Processing partner than a vendor for many of the association members. Recent banking regulation changes and stringent compliancy audits have caused many processors to look for providers that have strict audits in place to ensure error-free processing and stability in the ACH processing industry.

Several factors stood out for Dignam when choosing NatPay as the ACH processing partner of choice. “One feature that we were seeking was the ability to suspend an individual credit, rather than having to suspend an entire client file.  This was a task that needed to be completed several times a week, and NatPay delivers,” remarked Dignam. This functionality was crucial to day-to-day operations for Big Fish Payroll.

Flexibility in timing options was another reason Dignam decided that NatPay was the partner of choice. “The two day processing window was critical to our selection of NatPay. We move millions of dollars weekly, and we need credited funds within the window we desired to accommodate our internal daily balancing requirements”, said Dignam. “Despite numerous rigid requirements imposed by the banking industry for moving money via ACH, NatPay has been a solid partner in helping us to both remain compliant, while also affording us some areas of flexibility to accommodate our unique business processes.”

Return on Investment

Price is commonly a factor in selecting a vendor – yet Dignam wanted security and stability over lower costs. “While searching for a vendor price was not a factor. Our first goal was to find someone who had what we needed, and who we felt would be a good fit for us and our clients. The price discussion came afterwards. That phase of the project was very fulfilling as we have seen a decrease in our overall fees, while experiencing significant growth to the number of transactions we process based upon our growth”, Dignam commented.

NatPay abides to very stringent underwriting practices that require clients to know their clients. Annual independent audits, SSAE 16 (SOC 1) Type 2 completed examinations, and annual NACHA audits provide clients like Big Fish Payroll the security and peace of mind when it comes to issues of compliancy. The response to NatPay was quite favorable overall from account set up to implementation of ACH processing. “My team has found the NatPay team to be very accessible. It is evident that they balance service to us with their own internal compliance metrics as well as industry legislation. We appreciate knowing that we will not be allowed to do something that can be construed as improper,” said Dignam.

When asked what Dignam has learned from selecting NatPay as an ACH processing partner, Dignam replied, “Don’t wait. Use NatPay. Need to speak to a client? Call me and I will put you in touch with my folks who interact with the system every day.”

Payroll Success Story: Avail Professional Services

Avail Professional Services in Sorento, IL. d/b/a Apex Payroll, provides payroll services, bookkeeping services and income tax return preparation to individuals and corporations. They are a small business that specializes in serving other small businesses.

Avail wanted to offer their clients a turn-key, dependable direct deposit service and chose NatPay for several reasons. NatPay is known in the industry as a reliable and trusted ACH service provider and has a unique system for adding clients in order to provide processing for payroll clients quickly and efficiently.

“We had a new client that required a quick turnaround set up time. A NatPay technical support representative was able to get the client set up the same day,” remarked Amanda J Dussold, CPA.

A key differentiator of NatPay’s ACH Solutions is that the company provides extended processing time for payroll processors across the nation, allowing for west coast clients to process throughout their business day – the same as an east coast client would. “When I was having problems with the file “after hours” – I called approximately 7:30 eastern time – customer service was available to help”, stated Dussold. NatPay is the only ACH Service Provider that is open from 9am to 10pm ET to accommodate file uploads throughout the work day regardless of their location. This is a tremendous benefit to payroll professionals across the nation – especially those who send files several times a day and after many banks and ACH processors have already closed.

Jim Hagen, VP of Sales for NatPay commented that many clients find their way to NatPay simply because of excellent customer service. “It’s a competitive industry and to not offer a quality service or a dependable service – you won’t stay in this business for long.” Other issues that Avail was concerned with in selecting a direct deposit service provider was implementation time and customer support. “One of the reasons for selecting NatPay was the helpful staff and good customer service”, Dussold said.

Timing options were also a factor in selecting NatPay as a ACH service provider (2 day processing, etc.) Being able to process payroll with faster processing. NatPay provides flexible timing options that help payroll professionals work smarter and faster – providing a service that many banks and ACH providers simply cannot match.

Case Study – Butler County Schools, Kentucky

Butler County Schools in Kentucky is a local school district with over 300 full-time  employees. Like many school systems today, Butler County schools were researching ways to save money, improve processes, and streamline their school system as a whole in order to fully maximize their budget. Like many other schools, paperless payroll solutions seemed to provide an answer to this problem.

“We wanted to eliminate paper pay stubs and W-2 forms, and give our employees access to them through a website,” stated Travis Johnson, Payroll Manager for Butler County schools. Johnson wanted to find a paperless statement solution that would be easy for employees to use, and also be secure so that employees’ pay information would be protected online. “We were looking for a product that was user friendly, cost effective, and very secure,” remarked Johnson.

After a thorough research process, Johnson chose NatPay for online pay stubs and W-2s. This decision was based on a variety of factors that all came together in support of NatPay’s Doculivery online pay stub and online W-2 services. It was paramount that the Doculivery system be easy to use, and simple for Butler County School employees to adopt. “Doculivery is very user friendly. Setup only takes a few minutes, and there is almost no learning curve,” said Johnson.

Having employee pay information online also meant that security was a top priority for Butler County school employees. “Many employees were initially concerned about the security of their pay information, but once they experienced how easy and secure the Doculivery system was to use, those fears went away. I was also concerned with disaster recovery and upload security, but all my concerns were put at ease when I learned about NatPay’s security features,” said Johnson.

NatPay has completed a SSAE 16 SOC 1 audit (formerly SAS 70 Type II) which means that very stringent security procedures are maintained on a daily basis. Doculivery clients are assured that their pay information is kept safe and secure using the latest, Industry-standard security protocols and encryption methods.

Many clients that search for paperless solutions are concerned with the integration process taking too many months to implement. Based on industry results, it takes 16 to 22 weeks to adopt an online pay stub process which is why Doculivery’s 6 to 8 week integration time period looks so attractive. This rapid implementation process allows many clients to realize a faster ROI. “Integration was simple. I got the programmers the reports out of Munis (our payroll software) and NatPay built the system around them.  Once we were set up, NatPay’s support staff walked me through the upload process. It was all very simple,” remarked Johnson.

The Group Administration features of Doculivery provided additional benefits for Butler County. Like other companies who have limited payroll personnel, the system must accommodate various levels of payroll staff using the system, and provide simple administrator functions that do not require a technical or IT representative.

“Since I am the only person with administrator rights (besides a person for backup) it was important that administration did not require a lot of time. Doculivery is simple. I can unlock someone, or update an employee very quickly,” said Johnson. “I was told that if I could get the information to NatPay, then the programmers could make Doculivery do what I needed it to do. So far, they have come through 100% of time.”

After using the Doculivery system for a few months, Butler County Schools anticipates a significant savings over conventional paper methods. “By just using Doculivery for online pay stubs and W-2s, we are able to project about a 50% savings from the old way of printing paper stubs. We are saving on the paper for stubs and W-2s, as well as the ink used to print them, and also on all of the postage costs,” remarked Johnson.

Employee feedback from Butler County school employees has been quite favorable. “Everyone is uneasy about change, but after we rolled out Doculivery online pay stubs, I can say that I haven’t had anyone complain about them. I have even heard from some of my employees that I was worried about saying how simple the system is,” said Johnson.

Now that Butler County school District is enjoying tremendous savings by adopting Doculivery online pay stubs and W-2s, Johnson intends to increase their paperless projects for additional savings, and to further streamline their business processes.

“We are very happy customers, and are excited about using Doculivery for other paperless solutions in the future,” said Johnson.

Reilly Electrical Contractors, Inc. (RELCO) Case Study

Reilly Electrical Contractors, Inc. (RELCO)

Business Profile

In 1993, Jim Reilly founded Reilly Electrical Contractors, Inc. (RELCO) on the principles of integrity, innovation, and quality. Since then, the company has developed into one of the leading electrical and tel/data (RELCOM) contractors in New England, and has successfully completed many of the most complex, multi-faceted projects in New England’s recent history. With four locations strategically located throughout New England, RELCO is headquartered in Easton, MA. Today, RELCO strives to improve its procedures and performance so that they may continue delivering unsurpassed value and extreme customer satisfaction – so it comes as no surprise that their recent directive to initiate a paperless payroll had become a top priority.

Business Objectives

In an effort to improve their payroll processes, Reilly sought an online solution that would provide more than just an online repository for pay statements. “We wanted to move towards a paperless payroll, and particularly wanted a solution that would encompass a direct source to communicate with employees out in the field,” remarked Jennifer Stratford, HR Director for RELCO.

The Challenge

“The online document management solution that we were searching for had to be user friendly, safe, and secure. If our employees do not find it easy to use, they will not use it,” stated Stratford. Because of RELCO’s multiple requirements, the perfect solution would have to come from a vendor that was able to provide secure online pay stub access, as well as state-of-the-art, self-serve features so that RELCO’s employees could receive pay information easily on their cell phones, and manage their preferences online.

The Solution

After careful research and consideration, RELCO chose NatPay as their pay statement vendor. Not only did NatPay’s Doculivery online document management solutions meet RELCO’s needs for security, ease of use, and functionality, NatPay’s component-based solutions provided RELCO with a Software-as-a-Service (SaaS) platform that could grow and expand with RELCO’s changing needs.

“One of the unique aspects of Doculivery is that it provides employees the opportunity to receive text notifications with the pay stub information that they choose. Employees can also access their statements online safely and securely anytime, but for remote employees that don’t always have access to computers, the text-messaging feature fills the information gap. I love the text-messaging capabilities. In the construction industry, 95% of our workforce is out in the field at various job sites all across New England. To have a central location where employees can go to get pay stubs, and the ability receive important messages and communications is key,” stated Stratford.

Return on Investment

Since the implementation of online pay stubs in October 2010, Reilly Electric is on track to realize an annual savings of 10K a year from paperless pay stubs alone. Greater yearly savings and improved efficiency are also on the horizon for RELCO as they continue to integrate additional paperless services into their business processes such as online W-2s and other tax forms, onboarding/HR services, and paperless billing with click-to-pay capabilities.

 

Doculivery Case Study for Russell Standard Corporation

Russell Standard logo

Russell Standard is a family-owned company, and employs over 350 workers servicing virtually every municipality in the region. Russell Standard offers both new construction and maintenance of virtually any asphalt-related project, from private driveways to interstate highways. Additionally, Russell Standard is a manufacturer of asphalt materials, emulsions and coatings.

Like many companies today faced with the reality of reducing costs and streamlining operations, Russell Standard chose NatPay to help reduce paper and evolve to an online payroll process. Doculivery is a NatPay solution that provides any size of business with online document solutions that cover all areas of business: Payroll, AP, AR, and HR. The first step in going green for Russell Standard was to start with online pay stubs and online W-2s.

“Russell Standard wanted to move our payroll process forward – the goal was to save time and money. Before NatPay, I had to print, stuff, and mail 100-150 checks a week,” said Cathy Evans, Payroll Manager for Russell Standard. Employees now enjoy 24/7 safe and secure access to their pay information and W-2 tax forms online. Production and administration costs were drastically reduced and operations became more streamlined as a result of utilizing the Doculivery solution.

Cost and ease of use were two main factors in searching for the solution to Russell Standard’s business. “I needed it to be very user friendly as some of our guys know nothing about computers. I also was concerned about the cost as I was trying to save money. I also was very pleased to find NatPay through the APA,” remarked Evans.

As an APA member, NatPay regularly updates clients on any payroll changes that affect their solutions to maintain compliancy.

Besides ease of use, Russell Standard was concerned about the integration process and what it takes to make the paperless transition. With virtually no IT staff available, Evans was excited that NatPay provided a quick and seamless integration that required no additional staff or technical programming knowledge. “I am pretty good with computers, but I have no idea what it takes to create the check stub that the employees view – so it was important to have someone who would take the time to work with me to get the best file for them.” A key differentiator of NatPay’s Doculivery online document solution is how fast system integrations occur. Most NatPay paperless payroll solutions are completed in weeks rather than months – usually half the time of many online document solutions in the marketplace. A dedicated NatPay team is assigned to ensure a smooth transition to a paperless payroll process.

NatPay understands clients’ concerns to preserve confidentiality and privacy at all times and utilizes the latest technology and safeguards to ensure that client data remains safe. “This was very important. Payroll is a very sensitive area. We needed to know that our information was secure,” remarked Evans.

Click here to read Russell Standard’s case study in NatPay’s case studies section.

 


Doculivery Case Study for City of Minot

 Sundt logo

Business Profile

The City of Minot, the fourth largest city in North Dakota, is a “micropolitan” city that approximately 37,000 people proudly call their home. Its low crime rate, high standards of living, and enviable education standards are testaments of the faithfulness of its citizens, and their individual social responsibilities.

Minot, also known as the “Magic City,” is a precious jewel of the Dakotas that proudly holds two scepters of the US Air Force’s prowess wings: the 5th Bomb Wing, and the 91st Space Wing. Minot Air Force Base is located 12 miles north of Minot. Throughout the years, Minot, the Ward County seat, has been a railhead and a military center. Today, the community stands strong in diverse sectors that include: agriculture, healthcare, education, tourism, business, and retail.

The Challenge

With approximately 300 employees, the City of Minot set out to go green and to save money while doing it. The main goals were to find solutions to streamline payroll processes for cost containment, and to reduce repetitive tasks that employees were currently enduring.

The Solution

The searched ended when the City of Minot discovered NatPay’s Doculivery online document management services. The scalable, paperless components of Doculivery provided the perfect paperless payroll solutions. The primary objective to save money and streamline payroll processes was achieved using the online pay statement component. “We set out to reduce costs, and find more environmentally friendly ways of doing business. We accomplished this with the Doculivery online pay stub solution,” remarked Jason S. McKibben, IT Specialist for the City of Minot.

Several factors were key while searching for the perfect solution. Many organizations who pursue paperless services want to make sure that they are easy to use and convenient for their employees. Security is also a primary concern given the sensitive nature of the payroll data that is electronically displayed. Finally, costs of such a paperless system – from implementation to maintenance and storage – were extremely important to the City of Minot.

Doculivery made the grade with Minot by meeting every one of their concerns with positive results. “Doculivery is a very easy system for the end user to use. There was very little training involved. Employees like the user notification options that are available to them. The text option is a great feature,” Stated McKibben.

Doculivery employs state-of-the-art security and industry-leading technology to guarantee the safety of employee data. Safeguards such as SSL encryption, GeoTrust certificates, and SAS 70 Type II audits eliminate any trepidation of compromised personal data. “NatPay has excellent security policies in use, and eased any and all concerns that we had about security issues. The administration console is very easy to use, and our administrators had no problems with the upload to release process,” remarked McKibben.

Doculivery’s implementation time frame is one of the key differentiators that helps make Doculivery shine. NatPay’s ability to upgrade an organization with a paperless payroll process via the the Doculivery platform is within 4 to 6 weeks – which is among the shortest time frames when compared to the industry average of 16 to 22 weeks. “Reducing the implementation timeline by 75% provides our clients the opportunity to experience an easier transition to paperless, and an immediate ROI for greater value,” stated Mark Williams, NatPay’s Marketing Director.

“The implementation process went very smoothly. Users and HR administrators are enjoying the Doculivery system,” said McKibben. It will definitely save our city time and money because HR no longer has to print, stuff, and seal the paper stubs which reduces their workload substantially. The file upload process takes only minutes, and is much more efficient than the paper system. The overall process from integration to implementation was very straightforward.”

Click here to read City of Minot’s case study in NatPay’s case studies section.

 


Doculivery Case Study for Sundt Companies, Inc.

 Sundt logo

Business Profile

Sundt is a full-service contractor with expertise that spans the entire lifecycle of construction. They work within their client’s preferred delivery method, whether that’s Construction Management at Risk, Design Build, Build to Suit, or the traditional Design-Bid-Build approach.

The company builds a variety of projects for both public and private clients throughout the United States, including commercial and institutional structures of many types; infrastructure projects such as highways, dams, pipelines and airport facilities; and facilities for the Department of Defense as well as other Federal agencies. Sundt continues to add landmark projects to its list of accomplishments. These include the Apollo Riverpoint office complex in Phoenix, Mater Dei Catholic High School in San Diego, Oasis Water Campus Water Treatment Plant in Glendale, Ariz., multiple sections of Phoenix’s new light rail system, two buildings of the Biodesign Institute at Arizona State University, a major expansion of the Tucson International Airport Terminal,  the University of California, Davis Graduate School of Management, and $360 million worth of work at Fort Bliss Army Post near El Paso, Texas. The company is 100 percent employee owned through its Employee Stock Ownership Program. Employees take a personal interest in the quality and success of each project and the company at large.

The Challenge

Sundt is always looking for new ways to improve how they do business. Whether it’s through better management techniques, safety advances, or emerging technologies, their goal is to deliver the highest quality products to their owners. One business problem that Sundt wanted to solve was to implement a paperless payroll process with online pay statements. With over 1,400 employees, providing a green alternative to paper pay statements was a logical choice.

Several factors were key for Sundt in searching for an ideal paperless solution. “Easy file transfer, security of employee information, and ease of use were very important to us,” remarked Karolyn Comstock, Payroll Supervisor and an employee  owner, of Sundt Companies, Inc. “The solution that we were looking for had to be user friendly, and had to also work with JD Edwards World.”

The Solution

NatPay met each challenge set forth by Sundt, and provided the ideal solution to their business problem. Doculivery’s easy to use system was a perfect fit for Sundt employees. “If an employee has problems accessing information they will not use it,” stated Comstock. The employees found the online system safe, secure, convenient, and easy to access. “Many employees stop by just to say how much they like it,” Comstock remarked. Doculivery’s unique flexibility and customization was also a tremendous benefit for Sundt employees. “Having it customized to match what the employee is used to seeing was great.”

Since Doculivery requires little to no client IT involvement, Sundt was thankful for the quick integration, and the support of NatPay’s team who was there for every step of the process. “Doculivery had to function well without issues,” stated Comstock. “Having the ability to resolve an issue just by picking up the phone or dropping an email is wonderful.” Dedicated support teams ensure that each client like Sundt receives all of the support that they need – if and when they need it, and that a fast online document management integration timeframe (in which NatPay’s is the fastest and highest quality in the industry) is maintained. “Everything seemed to progress pretty smoothly,” Comstock remarked.

“Security is vital when you are talking about payroll information,” stated Comstock. Doculivery utilizes state-of-the-art encryption technology, SSL certificates, and 3-tiered firewall protection to keep client’s data safe and secure.

In addition to the production and administration savings that Doculivery provides, there’s an immediate ROI that companies also enjoy when adopting paperless HR processes. “We anticipate a savings of approximately $50,000 a year by adopting the Doculivery solution,” remarked Comstock.

“NatPay’s achievement of a positive client experience starts with a true understanding of how our services can provide short term and long term value to an organization,” said Mark Williams, Marketing Director at NatPay.  “But it does not end with a sale and that is why our service implementation and customer support are critical to our client’s success. We thank Sundt Companies for their trust in us. Sundt Companies joins a growing list of satisfied clients with NatPay, and we welcome the opportunity to help other firms like Sundt Companies that need assistance in addressing cost containment business problems in HR, AP/AR, Payroll, Customer Service, or Marketing.”

Click here to read Sundt’s case study in NatPay’s case studies section.

 


Family Dollar Chooses NatPay Online Paperless Solutions for a Green Pay Day

NATPAY

Headquartered in Matthews, NC, Family Dollar Stores, Inc. operates a chain of more than 6,600 self-service discount retail stores in the United States. The company offers consumables, including household chemicals, paper products, candy, snacks and other food, health and beauty aids, hardware and automotive supplies, pet food, and home products.

In an effort to reduce G&A costs, Family Dollar targeted payroll. “We were challenged with controlling our payroll processing and distribution costs. Our paper-based process of printing and distributing checks to all of our locations was extremely manual and very expensive,” remarked Chad Clayton, Divisional Vice President for Family Dollar. “We were searching for a business partner who provided an online pay statement and W-2 solution that was cost effective, flexible and most importantly easy to use.“

Family Dollar was searching for a company that would not have difficulties handling their volume.  Adequate security and the ability to do single sign-on from their employee intranet were important factors for the nationwide retailer. “Our RFP process was comprehensive evaluating many aspects of potential business partners in this space such as accessibility, technology, training, support, integration, administration, implementation, and costs”, remarked Clayton.

Family Dollar chose NatPay’s Doculivery online document solutions for several reasons. “Regarding ease of use and functionality – NatPay’s solution presented all the desired functionality in a way that was clear, simple, and easy-to-use,” stated Clayton.
“NatPay understands that humanizing the employee experience is the most critical factor in a successful rollout for online paperless payroll. It is the result that all large employers are searching for when selecting an online document management solution”, said Jim Hagen, VP of Sales for NatPay.

With industry standard integration times usually around 18-26 weeks, the transition was fully completed in less than two months. The initial rollout started with the home office, test stores, distribution centers and finally to all stores in 44 states. The level of customization and ease of integration provided Family Dollar with a solution that exceeded initial expectations and demands. “Not only were we able to accept their standard file output, but we did things they requested that they didn’t think were even possible.  Everything Family Dollar had requested of our programming team we were able to do,” stated Hagen. Doculivery adapts to the way businesses work creating a seamless solution for every company looking for online statement solutions. “NatPay’s solution was flexible and could be configured to meet our specific needs,” said Clayton. “NatPay was able to accept our standard file output and map into their solution with minimal internal IT involvement.”

Family Dollar’s challenge to reduce G&A costs was successfully accomplished with Doculivery’s online document solution. “The combination of rolling out electronic pay and implementing NatPay ’s online pay statement and W-2 solution has enabled us to completely eliminate paper and significantly reduce our payroll processing costs”, stated Clayton.

“The success of completing this nationwide conversion for one of the nation’s leading retailers was a partnership effort with support from Family Dollar’s dedicated implementation team. Not only is Family Dollar saving a lot of trees by this green effort, but it is realizing significant cost savings,” remarked Hagen.

“The implementation of NatPay ’s solution was a tremendous WIN for our organization. It was fast and easy requiring minimal change management and training efforts.  Most importantly, the solution was well received by the users,” remarked Clayton. “The users specifically enjoy the history and integration of pay statements and W-2’s online, the ease of use, the variety of delivery options and multiple methods of access.”

Click here to read Family Dollar’s case study in NatPay’s Case studies section.

 


Centro, Inc Doculivery Case Study

centro inc logo

Centro, Inc. is a manufacturer of custom rotationally molded plastic parts. Established in 1970, Centro, Inc. has grown to become the largest custom rotational molder in North America. Through innovation and superior customer service, Centro has stayed at the leading edge of the rotational molding industry. Centro’s Quality Management System is registered to ISO 9001:2000 with Corporate Headquarters (Iowa), North Carolina, and Wisconsin locations. With a wide range of capabilities, state-of-the-art equipment, and manufacturing facilities in multiple locations, Centro is poised to be a single source provider for any company’s rotational molding needs.

Centro, Inc. employs approximately 600 employees over multiple states and selected NatPay’s Doculivery solution to address a primary business need for online pay stubs for their direct deposit payroll. To combat rising postage costs and looking to reduce production and administrative AP costs, Doculivery seemed to be a perfect fit for Centro, Inc. Several factors were key in selecting an online pay statement provider – security, ease of use, and cost. Doculivery provides the company’s employees with 24/7 safe and secure access to their pay statements online, which reduces administrative costs considerably as well as establishing a valuable employee self serve benefit.

Integration support was an important factor for Centro and NatPay rose to the occasion with an integration that was seamless with their current payroll processes. The paperless transition required little to no involvement on behalf of Centro, Inc.’s part, allowing the company to experience the paperless payroll in weeks, not months as with other online document management solutions.

Security is mission critical with NatPay and understands that Centro, Inc. values security as a key factor for outsourcing online payroll solutions. NatPay uses state of the art SSL encryption, GEOTrust certificates and a proprietary 3 tier firewall to protect client data. Functionality was also very important in selecting an online pay stub solution.

Centro, Inc. estimates a $30K annual savings net of implementation and fees since utilizing the Doculivery solution. “Overall, we are very happy with the system, ease of use and response from help desk,” remarked Sarah Cotty, Director of Finance for Centro, Inc.

Doculivery provides safe and secure 24/7 access to online pay statements which creates a valuable online employee self service and employees love having convenient access to pay stubs or W2 information in one location.

“Many companies like Centro, Inc. are finding the Doculivery platform ideal for reducing G&A costs and streamlining operations and NatPay is glad to provide complete online document solutions that create immediate ROI,” said Jim Hagen, VP of Sales at NatPay. “We are excited to help companies across the nation and in every industry explore paperless options – from online pay stubs to online statements and invoices with click to pay – and realize savings and streamlined operations.”

Click here to read Centro’s case study in NatPay’s case studies section.

 


Boys & Girls Clubs of Metropolitan Phoenix Doculivery Case Study

The Boys & Girls Clubs of Metropolitan Phoenix (BGCMP) provides services to more than 32,250 boys and girls annually, operating a total of 12 clubhouses throughout the central and west area Valley, a full-service dental clinic, and outreach services.

The Boys & Girls Clubs of Metropolitan Phoenix enables all young people to reach their full potential as productive, caring, responsible citizens. The BGCMP’s focus is to provide quality after-school programs, under the supervision of a professional staff that supplement and enhance their learning and nurturing environments. Like every other organization in these trying economic times, BGCMP was looking for ways to cut costs. One focus area to reduce costs was to start with payroll.

“Our main goal when looking for an alternative to issuing paper direct deposit pay stubs to our employees was to save costs,” says Andy Putman, Accounting Manager for BGCMP.

Other factors were key in searching for the ideal solution for their business problem. (i.e. security, file transfer, delivery options, user friendliness, roll out options, appearance of the pay stub, length of implementation, disaster recovery, cost, and financial stability of the vendor providing the service.

“We were concerned with online security, providing a user friendly system for our employees, implementation timeframes, and of course cost,” Putman remarked. “Ease of use was important because the easier a solution is to use, the more likely end users are to accept and support the change. Our current system can be somewhat inflexible at times, so integration support was key,” stated Putman.

One of the reasons why BGCMP chose Doculivery was security. When dealing with employees’ pay information, we wanted a trusted solution and NatPay’s system answered all of our concerns.

Flexibility was also very important because the more efficient and flexible a solution is, the less costly it is. Functionality was key because it leads to easier and greater acceptance by end users. Doculivery provided BGCMP a customized payroll solution quickly and easily with an integration time of only weeks rather than months as with other online document management solutions.

“We estimate that Doculivery will save us over $2,300 each year in postage, paper, envelopes, and staff time in stuffing and mailing envelopes. This savings will increase over time given rising postage costs,” Putman stated.

When asked how the employees adapted to their new online pay statement system, Putman remarked “We have received nothing but positive comments from our staff. The most frequent comment is how easy Doculivery is to use. The staff at NatPay was extremely helpful in setting up Doculivery. We had some glitches because of our software, but NatPay was able to handle them without delay.”

Click here to read this case study in NatPay’s Case studies section.

 


Iron County Schools Case Study

Iron County School logo

Iron County School District, located in Cedar City, Utah, is a growing school district with over 1500 employees. Like many school districts across the nation, Iron County Schools set out to reduce payroll costs, and ultimately chose online W-2s and pay stubs as part of the Doculivery online document solution from NatPay.

The main business objective of Iron County Schools that led them to NatPay was to utilize an online payroll solution to help streamline their payroll operations. “We were interested in reducing costs and increasing convenience through online distribution of pay stubs and W-2s for employees,” stated Mike Mitchell, Accounting Dept. for Iron County Schools.

Several factors were key in searching for the solution to their business problem.

“Cost was our primary factor, but user friendliness and flexibility were also important influencers as well,” stated Mitchell. NatPay provides online document solutions for dozens of school districts across the nation and realizes what it takes for school districts to experience a successful and seamless integration for adopting an online pay stub and W-2 solution.

“We wanted the solution to be easy to use and provide integration support as well,” stated Mitchell. NatPay uses the latest in SSL security, Geotrust certificates, and a 3-tier firewall to safeguard client data. Employees login to a safe and secure website to access their pay information. Online pay stubs and W-2s present the school district with a valuable employee self-service benefit, and employees love being able to access their pay information 24/7, and receive text messages that their pay is in the bank.

Immediate ROI is another aspect of implementing an online document solution that many schools enjoy. Many organizations realize a return on investment in as little as two months after rollout. “We are still evaluating this but it appears that we will realize a positive return on investment. We are pleased with the results thus far,” remarked Mitchell.

Click here to read Iron County Schools’ case study in NatPay’s case studies section.

 


Online Pay Stubs Gets a Clean Bill of Health from Fauquier Health System Employees

Business Profile

Fauquier Health System is located in Fauquier County, Virginia, about 40 miles southwest of Washington, D.C. Established in 1954, Fauquier Health System includes an 86-bed acute-care facility, Fauquier Home Health, Warrenton Overlook Health and Rehabilitation Center, the LIFE Center, and three joint ventures: The Cancer Center at Lake Manassas, Piedmont Home Care, and Piedmont Medical Laboratory. Fauquier Health System employs a staff of over 1100 medical professionals, making it the largest private employer in the county. True to its mission of helping those in need, Fauquier provided approximately $4.4 million in free health care last year to those patients who could not afford it.

The Challenge

Fauquier Health System routinely faced two unenviable tasks. Not only did they have to print and mail over 900 paper pay stubs each pay period, but they were also routinely asked to retrieve old pay stubs for employees who hadn’t kept their copies. “We knew that the cost to generate and mail our pay stubs would increase as we continued to grow,” explained Donna Dewey, Fauquier’s Supervisor of AP Payroll. “We wanted to eliminate pay stub processing time, reduce mail costs, and provide our employees with flexibility and added benefits.”

The Solution

After reviewing their options, Fauquier selected NatPay’s paperless pay stubs to meet their needs. With online pay stubs, employees view current and previous pay stubs through a secure website, over email, or as a free payday text alert conveniently delivered to their cell phone or PDA.

Implementation

Since implementing NatPay’s online pay stubs didn’t require the use of any new hardware or software, Fauquier’s transition from paper to paperless went off without a hitch. Employees were most impressed with flexibility and ease of use of NatPay’s online pay stubs. “The staff was easy to work with and able to support everything we needed and more. They even set up a separate link to our newsletter right at the bottom of the pay stub screen. Our new pay stub looks more professional than our old pay stub,” added Dewey.

Result

Fauquier Health System estimates a cost savings of $10,000 each year in postage costs alone, and payroll administrators no longer have to dread the monotony of printing and stuffing for hours or trying to retrieve old paper stubs. As an added perk, employees now receive their pay stubs before their pay date, so they have time to verify their hours and benefits with no surprises on payday. If they need an old pay stub, they can print it at any time. They can even email it directly to a third party.

Fauquier has also provided solutions for employees who don’t have computers – they can have their electronic pay stubs forwarded to a spouse, adult child, or trusted friend, or they can visit one of the multiple onsite computer stations that the health system has provided for them. The facility’s new Health Resource Center employs a full-time librarian ready to help them view their pay stubs in privacy. Fauquier Health System’s administrators are happy, employees are happy, and Fauquier Health System can now devote even more time and money to their first priority – their patients.

Click here to read Fauquier Health System’s case study in NatPay’s case studies section.

 


Case Study: Citrus County Schools Save Over $10,000 a Year with Online Pay Stubs

Citrus County Case Study

Business Profile

The Citrus County School System, located in Inverness, FL is a growing school district with 2,500 employees, 23 K-12 and specialty schools.

Business Objectives

The overall objective was to streamline remedial administrative work while providing additional convenience to employees.

The Challenge

First came the spooling, then the printing. Then the real fun began when Fedoris Franklin and her assistants in the payroll department would spend three straight days stuffing envelopes with pay stubs so a courier could deliver them to their schools. Even though 95% of CCSB employees were on direct deposit, the payroll department still had to prepare the paper pay stubs. A few days later the paper cuts would heal, but the calls would trickle in about a lost pay stub, or a request would placed for a past pay stub. This was a typical payroll cycle for the Citrus County School System.

Attempts were made to streamline the remedial administrative work, but all solutions involved purchasing cost-prohibitive, monster-sized payroll packages with a slew of unneeded extra features.

The Solution

Sam Hurst, CCSB’s Executive Director of Business Services, had never heard of NatPay’s online pay stubs when he received a call from Stacy Anthony, EZStub’s Division Manager. She explained how electronic pay stubs could eliminate the repetitive tasks of paper pay stub production, provide additional employee benefits, and increase cost savings. Best of all, NatPay’s online pay stubs would be compatible with their existing software and processes.

Rather than receive a paper stub that most employees just threw away, employees would be able to access their pay stubs online. Never again would pay stubs get lost or stolen. Since all electronic pay stubs are archived, employees wouldn’t have to waste their time (or Payroll’s) to obtain past stubs.

Implementation

Two pilot groups were set up and some employees expressed concerns with security. Once it was explained that NatPay’s online pay stubs use the same security and encryption measures that banks use to transfer billions of dollars, and that online pay stubs actually eliminate the risk of paper pay stub information running through multiple human hands to get from printer to employee, the new technology was embraced.

As Citrus County became familiar with NatPay’s online pay stubs, more customized features were added. For example, Citrus County is now taking advantage of NatPay’s unique messaging feature to communicate important payroll information to specific employees.

Return on Investment

By implementing electronic pay stubs, Citrus County expects to save $8,000 to $10,000 annually. These savings combined with NatPay’s nominal implementation costs are allowing Citrus County to enjoy a virtually immediate return on their investment.

Click here to read Citrus County Schools’ case study in NatPay’s case studies section.

 


Case Study for Westinghouse Electric Company

Westinghouse Logo

Business Profile

Westinghouse Electric Company LLC, offers a wide range of nuclear plant products and services to utilities throughout the world, including fuel, service and maintenance, instrumentation and control, and advanced nuclear plant designs. Nearly 50 percent of the nuclear power plants in operation worldwide, and nearly 60 percent in the United States, are based on Westinghouse technology.

Business Objectives

The overall objective was to find a robust paperless payroll solution that would reduce printing and delivery costs; and at the same time meet high security and user friendliness requirements.

The Challenge

Until recently, Westinghouse printed all pay stubs in house on high quality pressure sealed check stock and mailed each pay stub to the employee. Implementing a paperless pay stub solution would reduce these costs almost immediately. After an extensive analysis of their current situation and internal requirements for a paperless solution, Westinghouse defined criteria to rank potential vendors. Each criteria was given a weight according to their most important needs. These included: security, file transfer options, file administration, ID/password administration, user friendliness, pay stub delivery/access options, overall appearance of the product, length of implementation, disaster recovery, cost, and financial stability of vendor. NatPay ranked the highest in most of the categories, but stood out as the vendor willing to provide Westinghouse a solution to fit every need, even down to the design of the online pay stub. Karen Kranz, Manager of Payroll and Expense Reporting, remarked:

“NatPay was willing to work with us on all the enhancements we needed to meet our overall objectives for implementing a paperless pay stub solution.”

The rollout consisted of a three month pilot of designated employees from each business location. After two months, pilot users were asked to complete a survey on system security, accessibility, and appearance as well as on the rollout documentation and communications. The overall response was very positive. Comments and suggestions were carefully reviewed and a corresponding action plan was developed. Enhancements were then made by either NatPay to the system or by Westinghouse to the rollout communications and documentation. In January 2006, Westinghouse rolled out online pay stubs to all monthly paid employees on direct deposit.

The number one priority for Westinghouse was for their employees to use a highly secure solution that allowed them to feel comfortable retrieving their information from the Internet as well as being very easy to use. Every cycle of the rollout process was discussed via conference calls and the result was a complete rollout that yielded a favorable response from the Westinghouse employees using this solution.

“The IT Team at NatPay was very patient and resourceful in helping us implement all of the suggestions that our employees had made. Communication was great and the turn around time even better!”

The Solution

Online pay stubs became the solution for Westinghouse. Online pay stubs from NatPay added features that addressed security, employer options, and employee delivery options. Security, being the most important concern, was achieved on different levels. Specific username and password options were added, as well as a controlled website that would allow an administrator to handle password resets without being able to access secure employee payroll information. The flexibility of the employer being able to choose the type of security levels and delivery methods made NatPay’s online pay stubs not only user friendly, but customizable as well. This added functionality also ensured that all business requirements could be met.

Always striving to conquer any challenge presented, NatPay provided a complete paperless payroll solution to Westinghouse which surpassed any comparable solutions available in the marketplace at a very competitive overall cost.

Return on Investment

By implementing NatPay’s online pay stub solutions, Westinghouse projects a savings of $40,000 in operating costs for 2006. Westinghouse has already received a favorable response from their employees currently benefiting from online pay stubs.

Click here to read Westinghouse’s case study in NatPay’s case studies section.