Announcing our latest integration with Apploi
We’re excited to introduce our latest integration with Apploi, a leader in Applicant Tracking solutions in the healthcare space. This partnership is designed to make your employee onboarding process more efficient and streamlined.
Read more about this partnership in the Empeon Partnership with Apploi is Game-Changer for Healthcare Staffing blog
How it works:
With this integration you can now easily push applicant data including name, email, hire date, position, and pay information directly from Apploi into Empeon. This eliminates the need for manual data entry and reduces errors.
Within the Empeon onboarding wizard, you’ll now see a candidate list dropdown sourced directly from Apploi. Simply select a candidate, and all their relevant information will automatically populate in the onboarding fields, saving you time and effort.
Getting Started:
If you are not yet a client of Apploi and would like to explore Apploi, you can book a demo to see how it can benefit your organization.
Existing Apploi clients who wish to enable this integration should fill out the Marketplace integration form. Once submitted, you’ll collaborate with your Apploi account manager to configure the integration and start using it seamlessly.
SSN Verification for Accurate W-2 Reporting
The SSN Verification feature allows clients to verify employees' names, Social Security Numbers (SSNs), and dates of birth (DOBs) against Social Security Administration (SSA) records using the Social Security Number Verification Service (SSNVS).
With this feature, clients can generate SSNVS upload files, process them through the SSA, and then import the results back into Empeon. This enables clients to view and manage verification results directly within the platform.
As we approach W-2 season, we recommend that clients take advantage of this feature to ensure the accuracy of employee SSNs and avoid potential compliance issues.
To access this feature, go to Organization Master Portal > SSN Verification.
Manage Check Types
Clients can now manage and edit company Check Types directly within Empeon, providing a new level of customization for payroll processes.
About Check Types:
Each payroll check in Empeon is assigned a "Check Type" that defines specific processing rules. Check Types allow clients to customize check handling by setting attributes, such as blocking specific deductions or adding memos to check stubs. For example, if a user needs to prevent deductions on a specific check, they can configure this directly within that check's settings. To apply these settings across multiple checks, users can set the attributes at the company Check Type level, ensuring uniform processing.
Key Enhancements:
-
Self-Service Check Type Management
Clients can now independently manage and edit company Check Types without contacting Empeon support. This added flexibility empowers clients to tailor payroll handling to their unique needs. -
Batch Check Type Change
Clients can now update a payroll batch’s check type and apply this change across all checks in the batch, simplifying updates to multiple checks at once.
Use Case and How To Example: John is processing a bonus payroll batch. After entering all bonuses, he realizes he needs to block deductions for this batch and add a memo on the pay stubs informing employees that the bonus is a "Holiday Bonus." Here’s how John can proceed:
- Navigate to Company > Payroll > Check Types and create a new Check Type called "Bonus." Within this type, John can block all deductions and add a check stub memo.
- Back in payroll, John edits the default Check Type for the batch, selects "Change all existing checks," and applies the "Bonus" Check Type to all checks in the batch.
This update provides clients with greater independence and control over payroll check handling, simplifying batch adjustments and enhancing processing consistency across checks.
Multi-Company Caregiver File Import for Homecare
To streamline employee data management for our Home Care clients, we’ve introduced the ability to import caregiver files (employee files) for multiple companies at once.
To use this feature:
- Ensure a Company Code column is added to your caregiver file.
- Navigate to Company > Customize > Employee Import and map the Company Code column.
The system will then import each record to the corresponding company based on the Company Code provided.
Security Note: Users can only import into companies for which they have the “Import Employees” permission, ensuring secure and authorized access.
Import Multiple Checks With One Time File for Homecare
We’ve introduced a new enhancement to our time file import functionality that enables users to generate multiple separate checks for the same employee within a single import.
This enhancement addresses the needs of the Homecare market, where late batch visits and prior period hours are common. Many providers prefer to issue separate checks for late batch visits to avoid confusing caregivers. Another common use case is clients who prefer to pay PTO on a separate check, even when PTO hours are included in the same time file as regular pay.
How It Works:
To set this up, navigate to Company > Customize > Time File Import. Select the applicable time file configuration; then, under Field Mapping search for the "Group" field and add it to your time file mapping.
When the Group field column is mapped and used in the import, the system will group all checks based on the values in this column. Records are grouped alphabetically (letters and numbers), with an empty value in the "Group" column treated as the first group.
For example, if a client wants prior period hours on a separate check, they should set it up as follows: in the time file, current period hours should have a group value of "Current" or be left empty, and prior period records should have "Prior" in the "Group" field. The system will put all records with a group value of "Current" or empty into the first check and all records with a group value of "Prior" into a second check.
Alternatively, clients can also use numerical values (e.g., "1" for the first check and "2" for the second check) to create multiple checks within the same import.
For clients using HHAx or other time file providers: You can work with your provider to automatically add the group value to the time file.
Note: The system groups the checks alphabetically, so make sure that all records intended for the first check have the first alphabetical group or are left empty.
Pending Time Off Requests in Time Card and Scheduling
Previously, when an employee submitted a time-off request, it would only appear in the request list and wouldn’t show on the time card or schedule until approved. With this release, pending requests now display immediately on the employee’s time card (marked as pending) and are also reflected in the scheduling module. This allows managers and schedulers to see the PTO request directly in the time card and scheduling even before it’s approved.
Pending approval in time card
Pending approval in scheduling
Additionally, when there is a pending request, the budget in scheduling will be orange to indicate that there are pending PTO requests.
Scheduling: Employee Notifications for Manually Assigned Shifts
Schedulers can now notify employees when a shift is manually assigned to them. Under Actions > Scheduling, when a user assigns a shift to an employee, a counter will appear at the top of the screen. This counter shows the number of manually assigned shifts within the selected date range and provides an option to notify employees.
Notifications are sent via email, push notification, and text message to employees who have opted in.
This feature is available in both the Daily View and the Employee View.
Scheduling Update: Filter by Position Groups
In Actions > Scheduling, under Employee View and Daily View, you can now filter by Position Groups on the "All" positions tab. This enhancement makes it easier to view and manage schedules based on specific position groupings, even when reviewing schedules for all positions.
Copy Onboarding Templates and Paths to Other Companies
Users can now copy Onboarding templates and Paths from one company to another, streamlining the process for clients managing multiple companies. This feature allows users to build onboarding packets and paths in one company and easily copy them to all applicable companies.
When copying an onboarding template, any associated documents and paths are automatically copied. Similarly, when copying a path, all documents within that path are copied. All copied documents are stored in a "Copied Documents" folder within the target company. If this folder doesn’t exist, it will be created automatically.
To perform a copy, users must have the following permissions in the target company: "Company Path Setup," "Company Document Library," and "Company Onboarding Setup."
Copy Onboarding Templates
Copy Paths
Paths Update: Enhanced Admin Visibility Across All Task Types
Previously, only certain tasks, like document assignments or reviews, allowed admins to see the full content. Now, this visibility has been extended to all task types in Paths. Admins can now view the full content of tasks such as videos or text acknowledgments directly, making review and management more comprehensive.
Enhanced Prevent Rehire of Ineligible Employees Feature
In a previous release, we introduced the Prevent Rehire of Ineligible Employees feature, which displays an error if a user attempts to add a new employee whose SSN matches that of a former employee marked as ineligible for rehire. With this release, we've expanded this functionality in the Onboarding module.
Now, the system not only returns an error when trying to approve an ineligible employee but also provides a warning when sending out the onboarding invite. If a new hire’s email address matches one within the organization and the individual is ineligible for rehire at any company, the system will alert the user. The warning identifies the specific company where the individual is marked ineligible, allowing the user to either cancel or proceed with onboarding.
PTO Accrual Balance Import
Clients can now import employee PTO accrual balances and PTO accrual transactions history. The import tool is available for company admins under Actions > Power Tools > Power Imports > Accrual Balance.
Years of Experience In Reports
In a previous release, we introduced the display of Years of Experience for Licensed Positions.
Now, we’ve added the Years of Experience field to the Employee List Live Report.
To include this field in the report, simply open the column chooser within the Employee List Live Report and search for Years of Experience.
Hide Profile Images for Faster Performance
We added the ability to hide profile images in Empeon for faster performance. When enabled, it displays user initials instead of profile pictures throughout the application, improving performance speed.
To activate this feature, go to My Preferences and toggle on Hide Profile Images for Faster Performance.
Direct Deposit Permissions Update for Employee-Specific Deductions
In a previous release, we introduced the Direct Deposit for Employee-Specific Deductions feature. In this release, we’ve clarified the permissions for managing direct deposit information within deductions. General direct deposit permissions now also apply to direct deposit settings in the deductions card.
For example, if a user lacks permission to edit direct deposit information, they will also be restricted from setting or modifying a deduction to direct deposit.
Paystub Label Update for Non-W2 Employees
We have updated the pay information on the paystubs for 1099 contractors, to display ID instead of Employee ID.
Employee Timecard Accrual Bank Visibility
Previously, only Admins could see the accrual balance on an employee timecard. Now, any user whose role is set to ‘View Only’ and up in accruals permissions, will be able to see accrual banks and balances on the employee timecard.
SOC Code Compliance Enhancements
Certain states now require employers to report Standard Occupational Classification (SOC) codes with payroll tax reporting. SOC codes are a government system for classifying jobs by duties, skills, and education, ensuring consistent data collection and easier workforce analysis across sectors.
The states mandating SOC code reporting in payroll tax filings are:
- Alaska
- Indiana
- Louisiana
- South Carolina
- Washington
- West Virginia
Employers in these states must include SOC codes in their quarterly wage reports to enhance labor market data accuracy for improved workforce analysis and policy-making.
In Empeon, we've implemented the following measures to support SOC code compliance:
- A new dropdown field, "SOC Code," has been added to the Employment Status card in the employee's profile. This field only appears for employees working in states that require SOC code reporting.
- For new hires, a SOC code is now required if the employee’s work state mandates SOC code reporting.
- To simplify this process, clients can assign a "Default New Hire SOC Code" to specific company positions (Company > HR > Job Info > Positions). This default SOC code will automatically apply to new hires assigned to positions with a preset SOC code in any of the six states requiring SOC reporting.
Empeon will include the employee SOC codes in the applicable tax filing forms, ensuring compliance with state reporting requirements.
Bug Fixes
- Fixed: Resolved an issue where, in rare scenarios with two accrual banks being reduced by the same earning code, the "Employee Exceeded Accrual Bank" Payroll Audit was not flagging properly. This has now been corrected.
- Fixed: Users with filtered access can now successfully access the Applicant Tracking without issues.
- Fixed: Some users were having trouble editing the employee emergency contact card. This is now fixed.
- Fixed: In some rare scenarios there was a GL rounding issue. This has been fixed.
- Fixed: When Job Info was Mapped to CC and something was edited or saved in the CC it deactivated the CC code. This has been fixed and the CC code is no longer deactivated when something is edited or saved.
- Fixed: The wage scale warning in the "Rate Change Request" option on the Pay Info card of the employee profile has been fixed. It now correctly appears when users go over the allowed rates.
- Fixed: We have resolved an issue where users with custom roles, even those set to "Full Access," were unable to import employees using the Employee Import feature. Users with the appropriate permissions in custom roles can now successfully access and use the Employee Import feature.