CWOS II Assignment Information Details Form Quick Reference Guide

Transcription

1 CWOS II Assignment Information Details Form Quick Reference Guide February 6, 2013 Table of Contents The Importance of an Accurate Placement Record... 2 Basic Placement Form Information... 2 The Placement Form Front Page... 2 Sections of the Front Page... 2 Navigating a Placement Record... 3 Creating a New Placement Record... 3 Other Placement Statuses... 4 Important Pay and Bill Information... 4 Important Worksite Tab Information... 5 Important Position Tab Information... 5 Understanding and Resolving Validation Error Messages... 6 Saving a Placement Record in Pending vs. Final Mode... 7 Editing an Existing Placement Record... 7 Other Placement Form Information... 7 Appendix C: Inaccurate Worksite Penalty... 8 Appendix D: Penalty for Inaccurate Start and/or End Dates

2 The Importance of an Accurate Placement Record All of TCM s processes and workflows depend heavily on the accuracy of information contained in the placement record. It must be exact. Processes such as contractor and supplier assignment document delivery what documents are delivered, when, to whom and how, notifications to the timesheet approvers, reports and dashboards that tell us how we are doing and where to improve, sales and recruiting personnel commission payment management, project codes that trigger automated alerts to certain individuals to take some action and so much else will work only when the information on the placement record is accurate. Conversely, many processes break down over some seemingly innocuous mistake that often results in thousands of dollars in wasted time to research and resolve, and embarrassment and possible loss of business for TCM when such mistakes impact an externally-visible process. Please exercise care and be thorough in filling out each and every placement record. So much depends on it! Basic Placement Form Information The Assignment Information Details form is designed to facilitate the easy creation and maintenance of placement record information. Different user groups are granted view and/or edit rights, so what you see and what you can do depends on the functional group or groups to which you belong (AE, recruiter, payroll, HR, etc.) The Placement Form Front Page The initial display of an assignment record detail is called the Front Page. This view contains all the information you are likely to want to see about a placement all on a single page. The Front Page is arranged as shown in the picture above. The following describes the contents of each section of the Front Page. Sections of the Front Page A: Assignment details printing, onboarding and documents status viewer, date of sale and division (SBU), and editing control buttons. B: Basic assignment information such as start and end dates, job title, assignment duration. C: List of assignment administration, including Account Executive, Recruiter, administrators, ADM, etc. D: Basic consultant information. E: Client information, including basic compliance information (drug/bi, etc.) F: Tabs containing detailed information on different aspects of the assignment. G: Detailed accounting and payroll information. H: Additional assignment management information and editing control, including printing, revisions log, documents status viewer, etc. 2

3 Navigating a Placement Record The placement form is designed to fit compactly on standard TCM monitors (depending on the size of your monitor and your resolution preference) without the need to scroll vertically or horizontally so that all the information you need to see at a glance are right in front of you. To achieve this layout required the use of tabs to house details about different aspects of the assignment, such as worksite, position (job title), supplier, worksite, etc. You can get to the details about each Front Page data by clicking on its title (link in blue) or by clicking on the tab that corresponds to the Front Page data element. For example, you can go to the Position tab by either clicking on the tab or by clicking on the Position link on the Front Page. Creating a New Placement Record To create a new placement record: 1. Start the consultant in TalentDeploy. 2. Click the start date (from the job screen or candidate page) to display the TalentDeploy start page. 3

4 3. Click on the User Field icon as shown on the picture above. 4. Click on the Placement Form link to open the assignment details form shown below. By default, a brand new placement record is set to Pending status, this allows you to fill out as much of the form as you can and save it for later completion. All data elements you can fill out/change are boxed in green to aid quick and easy identification. The fields with red labels are mandatory. Tabs that contain additional mandatory data are highlighted with a red line above the name of the tab. You must open each of these tabs to complete the information within them that is boxed in green. While editing a placement record, all other users will only be able to look at it and will not be able to edit it until you save or cancel edit. If you close the assignment page without saving or canceling, the placement record will remain in edit mode and prevent all other users from editing it. Other Placement Statuses Select one of the following final Placement Status when all other information has been entered: 1. TCM Assignment (used for most assignments with duration greater than 80 hours; read all choices before choosing this). 2. TCM Short Term Assignment less than 80 hrs (use for any assignment less than 80 hours duration). 3. TCM MSP Assignment (use for MSP assignments greater than 80 hours duration). 4. Converted FT (use when a previous contract employee is converted to permanent employee). 5. FT via TCM (use for permanent placement). 6. Part Time (use for a contract part-time placement). 7. NO GO Never Started No Hrs (use when a new placement is canceled prior to going to work -- you must select a reason for the cancelation. If the Placement Status field is locked, then check the box that reads No Go ). (IMPORTANT NOTE: DO NOT USE CANCEL START DATE ON THE CANDIDATE START PAGE) 8. Early Termination Worked less than 80 Hrs (use when a contractor is terminated prior to working up to 80 hours). 9. Termed 80 hr guarantee (use when a contractor is terminated prior to working up to 80 hours and the client has a termination guarantee). Important Pay and Bill Information For overtime (OT) pay information, see Important Position Tab Information section below. 4

5 You must fill out the highlighted pay and bill information daily per-diem only if applicable. For permanent placements, please select a Pay Type of Flat or Year, and a Bill Type of Flat. Important Worksite Tab Information Worksite Information/Reports-To: You must correctly type the name of the City where the work will be performed, if you are unsure of the correct spelling, please research this on the internet. Select the correct State for the specified city and enter a valid Zip Code. The need for accuracy on the worksite (city and state) fields cannot be overly stressed. Payroll and sales taxes will be determined from this information. If the worksite is not correct, a great deal of time and effort must be made to rectify the error and TCM is assessed penalties. Commission penalties to the sales person will be assessed for inaccurate worksite information. Do not assume the worksite is the same as the Candidate s home address or the Client Hiring Manager s address double check your information. Enter the name of the Reports-To, this is the person the contractor will report to at the worksite. Also enter the Reports-To address. NOTE: entering inaccurate worksite information carries a stiff penalty. Please see Appendix C: Inaccurate Worksite Penalty for detailed information. Important Position Tab Information Overtime Pay (premium pay) is determined by the selection you make for the highlighted field above. This field is left blank and you must choose from the drop down list whether OT at Premium Rate (time-and-a-half) must be paid if the placement is non-exempt, or OT at Straight Time, if the placement is exempt. If the field is left blank, it will be considered an error and returned to you for correction. Overtime pay rate, when applicable, is calculated on the CWOS placement record. If you are unsure if the placement is exempt or non-exempt and which overtime rule to select, please click OT Pay Guide link to view a document that explains overtime eligibility rules. A copy of this document is included with this Guide as Attachment A. Please consult with the HR department for any clarification if you are still unsure as to whether or not the position is exempt or non-exempt. It is very important that the correct OT Pay selection is made. 5

6 Understanding and Resolving Validation Error Messages When you attempt to save a placement record with errors, the system will display a message with a list of all errors detected on the placement record. While you are able to save a placement with errors in Pending mode, you must resolve all errors before you can save with any other status (TCM Assignment, TCM MSP Assignment, etc.) The error message display tells you exactly what is wrong and where to correct it. 6

7 Saving a Placement Record in Pending vs. Final Mode You can save an incomplete (with errors) placement record in Pending mode. You must correct all errors before you are allowed to save with any other status. Editing an Existing Placement Record You can access and edit an existing placement record from TalentDeploy (start page; see page 4) or CWOS. While editing a placement record, all other users will only be able to look at it and will not be able to edit until you save or cancel edit. If you close the assignment page without saving or canceling, the placement record will remain in edit mode and prevent all other users from editing it. Other Placement Form Information 7

8 Appendix C: Inaccurate Worksite Penalty The following policy regarding inaccurate worksite information on placement records pertains to all sales personnel (Account Executives, Account Delivery Managers and Associate Account Executives) and all placements, whether W2 or Non-W2. It is imperative that placement records have accurate worksite location information as of the start of the assignment, and, if a change in worksite location occurs, that a new placement record is generated indicating the changed worksite location. It is the Account Executive, ADMs and/or Associate Account Executive s responsibility to ensure accuracy of worksite location on TCM records at the onset and during the course of the assignment, regardless of whether or not the AE, ADM or AAE created the Placement Record. The worksite location on placement records impacts several different TCM obligations: 1) The worksite state determines the consultant s withholding state for personal state income tax; 2) The worksite city determines whether local income tax withholding is required; 3) The worksite city and state determine where the consultant must file income tax return(s); 4) The worksite city and state determine where TCM must file withholding taxes at both the state and local level; 5) The worksite state determines where TCM must report and file Corporate Income Tax returns; 6) The consultant's state of residence (where the consultant lives) determines where TCM must file State Unemployment tax, and When corrections for inaccurate worksite tax returns are required, the cost is substantial to TCM. A recent example incurred a cost of $3,000 in labor, ADP tax filing fees and penalties and interest charges from the jurisdictions involved to prepare and file amending returns and/or correcting W2 s. The penalty on the AE, ADM and AAE for non-compliance is substantial. A $500 fine will be levied for each W2 placement record impacted on AE, ADM (pro-rated according to the AE commission split) or AAE commissions when an invalid worksite is reported for each calendar year quarter impacted. A $250 fine per-quarter will be assessed for a non-w2 placement record requiring corrections. This is a penalty that can be avoided if time and care is taken when generating placement records, and maintaining contact with the consultant and client hiring manager during the course of the assignment, in the event the worksite location changes. We caution all AEs, ADMs and AAEs to review placement records generated by other personnel and monitor any possible changes in worksite location during the course of the consultant s assignment. This accountability and due diligence will enable you to avoid any penalty. 8

9 Appendix D: Penalty for Inaccurate Start and/or End Dates On occasion, TCM has encountered fraudulent timesheets being submitted by placements for payment. While thankfully this is not the norm, it most frequently happens when the placement record does not have an accurate start date and anticipated end date. If the start or end date is not correct, when our Payroll personnel place phone calls to placements asking them to submit missing timesheets, the stage is set for a fraudulent timesheet to be submitted. We cannot stress how critical it is to ensure that there is an accurate start date (as adjusted for any delay in start due to background investigation or drug test) and a final end date when a contract has been completed. It is the Account Executive and/or Associate Account Executive s responsibility to ensure that these dates are accurate. TCM is often not able to recoup money lost due fraudulent timesheets, and this loss cannot be billed to the client. We are frequently faced with the decision to walk away when legal costs exceed what may be recouped from collection efforts. If we are fortunate enough to recover the money, TCM has internal costs associated with amending quarterly payroll fillings, including ADP tax filing fees, penalties and interest charges. This may become even costlier if year-end W2 s must be revised and reissued. This is a scenario that is avoidable if time and care are taken in adjusting start dates and end dates. Given that, TCM will levy a $1,000 fine for every week fraudulent time has been paid on AE or AAE commissions for each placement when a start or end date has not been properly updated and fraudulent time has been submitted and paid to the consultant. This fine will be levied on both W2 and non-w2 placements. What can you do to avoid this fine? 1) Ensure accurate start dates and end dates: a. Monitor the drug and background investigation results and after confirming the start date with the client, update the placement record; and b. Confirm the last day worked with the hiring manager (use this as an opportunity to get a final reference on TCM s placement) and update the placement record. 2) If you are aware of a break in service (taking time off) by your consultant, notify the Payroll Office immediately so that the time away can be recorded on the placement s job record. When this is done, our system will not allow time to be entered. 3) If you consultant converts to regular employment as a direct hire with the client, make sure the placement record is updated with the correct end date. If end dates are accurate in our system, no time can be entered either manually or as an uploaded file from our clients such as CSC). We caution all AEs and AAEs to review placement records generated by other personnel and monitor any possible changes in start dates and end dates during the course of the consultant s assignment. This accountability and due diligence will enable you to avoid any penalty. 9