Client Quick Reference Guide
Welcome to the INFINITI HR Client Quick Reference Guide! We have compiled information across numerous departments to help our clients better understand the services we offer and to help implement solutions that create a smoother day to day business process for our end clients. If you have any questions that are not covered in this guide, please see the quick contacts section below to get further assistance.
If you need assistance but you are not sure who you need to contact, please see the Quick Contacts Guide
Add a New Hire
Rehire an Employee
I-9 Instructions and Information
Client Bank Account Change
Time Sheet Import through PRISM
Paid Time Off (PTO)
Payroll Deduction Authorization for Employees
Stop Payment / Lost Pay Checks
W-2 Detail / Explanation
Under a PEO service relationship all payroll taxes are filed and paid by Infiniti HR, beginning with the first day that employees are paid through our system. In most cases, unless state law dictates otherwise, these will be filed under our HR Service Group LLC (DBA Infiniti HR) tax account identification numbers. Your company will no longer need to file any future employee tax documents related to payroll information.
Your company is required to file all payroll tax returns and remit all liabilities incurred prior to your first pay period with Infiniti HR, including but not limited to: Final Employer’s Quarterly Federal Tax Return (Form 941), Annual Return of Federal Unemployment Taxes (Form 940), Final State Unemployment Insurance Tax Return(s) (SUI), Final State Withholding Report(s) and Annual Reconciliation(s), and all federal and state employee wage reports (W-2’s, W-3, etc.). If you have any questions about if you should close tax accounts, or how to do so, please contact Infiniti HR’s Tax Account Administrator by email: firstname.lastname@example.org.
Employee Portal – Employees have access to their payroll information in the employee portal. Please share the Prism Employee Self Service Registration Instructions with your employees so they can register.
Address Correction – Employers can update Employees addresses in the Employee Details, address tab. The Employee may also submit a Change of Address Request Form. Please forward to your Payroll Specialist for updating.
Employee Tax Updates
Employee Tax updates – Please have employees fill out the most recent Federal W-4 Form and refer to the instructions W-4 Manager Instructions on entering the updated information into the Employee Details, Tax tab. If you need assistance, please forward the completed, signed form to your Payroll Specialist.
Direct Deposit or Pay Card
Direct Deposit or Pay Card – All employees are strongly encourages to set up electronic direct deposit or pay card to receive their payroll earnings on payday. Please see the letter explaining the benefits of having direct deposit or a pay card and the Direct Deposit Set-Up Instructions.
Pay Advance Information
Pay Advance Information – ZayZoon partners with payroll companies to provide employees with access to wages on-demand. ZayZoon isn’t a loan but simply a way for employees to get access to the hours they have already worked instead of waiting the typical two weeks to get paid. Please see the ZayZoon – Employer Infosheet and the ZayZoon-Employee Signup for more information.
Time Works Plus
Time Works Plus is a time keeping system that Infiniti HR offers. It makes it easy to track employees hours, and can be integrated within our payroll system for seamless timesheet uploads.
If you are interested here is a great 15 minute video that walks through the system, it’s geared towards managers/supervisors going through the system.
If you would like to implement this solution within your work environment please email HRIS@infinitihr.com and they can help get everything set up.
Time and Labor (Legacy)
We no longer offer Time and Labor Integrations for our clients, BUT if you currently are operating with Time and Labor set up see the documentation below.
If the two documents above do not address your concerns please reach out to HRIS@InfinitiHR.com for assistance.
Welcome to INFINITI HR! You are now eligible to participate and offer our employer sponsored benefit programs. Below is information to help educate you on all benefits offered.
INFINITI HR provides a “FREE” employee discount program in addition to these great benefits. The following literature includes information on the Employee Perks program. Even if you choose to not offer anything initially, your employees can still enjoy tremendous savings on everyday things such as travel, restaurants, entertainment, and more.
Labor Law Compliance
The Labor Law Summary outlines the FEDERAL employment laws with which all of our client worksites are required to comply. Any client companies that are contracted by a government agency or entity may be subject to additional regulations.
If any Infiniti HR client has a question, concern or challenge related to Employment Law Compliance, including additional state specific labor laws, we urge them to contact their assigned HR Consultant.
The Fair Labor Standards Act, which governs minimum wage, child labor and regulates how to categorize your employees as either Exempt (usually salaried and ineligible for OT), or Non-Exempt (eligible for Overtime) is the most misunderstood employment law in the small business community. Please consult your assigned Human Resource Consultant and reference Department of Labor Fact Sheet #17A, for assistance in properly classifying your workforce. Failure to do so can result in significant fines and penalties. Your assigned Human Resource Consultant can provide you with copies of other Fact Sheets, published by Department of Labor, which will further assist you with wage and hour law compliance.
Every business is required to display employment law posters in a common workplace area that is visible to all employees. Infiniti HR can assist with ordering a Federal Employment Law “5 n 1” posters, which can also be customized to include notices of State Employment Laws.
Work Shield is Infiniti HR’s partner in helping prevent, investigate, and solve any harassment and discrimination that happens in the workplace. To securely report an incident, employees can visit infinitihr.workshieldportal.com or call 866.946.5558. General or routine questions related to pay, benefits or to report a workplace injury should be directed to 866-552-6360.
To provide worksite employees a means to feel comfortable reporting workplace harassment and discrimination AND to provide the client company with a defense mechanism that proves the employee had a way to report anything high liability, to be investigated, and chose not to.
Once a concern is submitted, a Work Shield professional will conduct an impartial investigation into the incident and help your company resolve it fairly and quickly.
Work Shield is committed to fostering open and positive workplace cultures. They promise:
Confidentiality will be preserved up to a point that is reasonable and appropriate. Infiniti HR is fully committed to labor law compliance and workplace safety.
HR Best Practices
Forms and templates available to Infiniti’s PEO clients through their HR Consultant include but are not limited to:
Many clients often ask, “Do I really need one”? YES! While it is a great employee tool, it is even better for the company. It offers many protections, including a basis for proving what an employee “should have known”. Additionally, the Employment Practices Liability Insurance (EPLI) carrier Infiniti HR utilizes for insuring client companies requires that an Employee Handbook be implemented at your workplace.
Employee handbook creation and/or updates are included in PEO client service fees. Your HR Consultant can make customization and updates very easy! We will even create a rollout script for you.
Although Infiniti HR creates an employee file for all worksite employees, clients should keep a copy of all employee paperwork at their worksite. You should place copies of performance appraisals, corrective/disciplinary actions and other documents not directly related to payroll processing in this file. State law may require you to have an Employee File at the employee’s assigned worksite. Your HR Consultant will encourage you to have an Employee Files Guide created for your company; the Guide is included as part of the fee you to pay Infiniti HR.
The following are best practice suggestions when it comes to creating and maintaining Employee Files.
Conducting background checks & drug tests significantly benefits your ability to make a good hiring decision.
Background Checks are conducted through our Third Party Administrator, EBI. You may reference the EBI Background Service Package & Price Lists, provided under separate cover, or visit www.ebiinc.com for information on the services they offer. For ease of billing, the fees associated with the type of background check requested can be charged to the next payroll invoice.
The Fair Credit Reporting Act has strict rules regarding disclosures and adverse actions related to background checks. If you decide to deny an offer of employment due to background check results, consult with EBI and/or your Human Resources Consultant regarding your legal obligations & responsibilities.
Termination of employment can be primarily categorized in one of two ways: Voluntary or Involuntary. Involuntary terminations (dismissed for cause, lack of work, etc.) are far more complex to deal with. In either case, we urge you to consider the procedural and legal duties associated with the termination of employment, seek assistance from your HR Consultant and consistently follow steps to keep your workplace secure and mitigate the risk of claims.
Whether a former employee resigned voluntarily or was discharged involuntarily, they still have the right to apply for Unemployment benefits. It benefits every organization, in terms of the tax we pay, to disqualify employees from unemployment benefits if they were discharged for cause.
Employees who file for unemployment should be filing their claims listing HR Service Group LLC (DBA Infiniti HR) as the employer of record, except in cases where state law has required the client company to leave their individual unemployment account open. Please send all Unemployment Claims to –UIclaims@infinitihr.com
Infiniti HR is partnered with a highly reputable organization that specializes in Unemployment Cost Management. We access their highly skilled claims managers for assistance in claims administration and auditing benefit charges. When the states reach out for additional information on unemployment claims, you will receive a SHIELD delegated notification. Click on the link provided in the email, it will ask you a set of questions base on the reason for the employee termination. You also will have the opportunity to upload documentation needed to deny or support the claim. We need client cooperation to disqualify ex-employees who should not be eligible to collect.
If an otherwise ineligible employee is granted unemployment benefits, the worksite employer has the right to file an appeal. In this case, Infiniti HR will need the assistance of our client contact and/or that employee’s former supervisor to provide further information and, in some cases, attend a hearing, either in a state agency office or via telephone. It is not uncommon for phone hearings to be scheduled. If a client contact is asked to participate in a phone hearing, it is imperative that they are available for this process. State agencies will side with the former employee when the former employer is late to a hearing.
Clients are encouraged to ask their assigned Human Resource Consultant to help them prepare for unemployment hearings/appeals.
A: Probably. Most states, but not all, are Employment-At-Will states. This means the company has the right to terminate an employee so long as they are not under a specific written contract and there is no perceived or actual act of discrimination. Discrimination is based on the age, sex, race, religion, national origin, color, disability or any other category protected by law of the individual.
A: Follow your Attendance Policy, typically as outlined in your Employee Handbook, and issue a verbal or written warning. An attendance policy should always state that excessive tardiness or absenteeism may result in corrective action, up to and including termination.
A: YES. Never withhold earned wages, regardless of whether those hours worked were approved or not. If you have a written policy in place that clearly states overtime hours must be pre-approved, this is a disciplinary matter and the employee who violated policy should be counseled, either via verbal or written warning.
A: Typically, no. Businesses are expected to have policies, practices and benefits in place that are non-discriminatory. In order to accomplish this, you would have to pre-determine a certain level or category of employees that are eligible and define how the benefit is awarded and administered.
A: NO. In only rare cases would a polygraph be considered a legal option.
A: Generally, yes. However, even at-will employers can NOT lawfully fire an employee for a discriminatory reason, such as pregnancy, race, or other protected characteristics, or in retaliation for raising a concern.
How to report a Worksite Injury
How to request a Certificate of Insurance (COI)
How to Request a Loss Run Report
How to get additional information on Safety Training, Loss Control & OSHA requirements?
How to find additional lines of Insurance
We offer the most customizable HR solutions in the human resources industry. Choose from full service HR outsourcing models that include PEO and ASO arrangements to individual offerings around payroll, compliance, HR, risk management, and employee benefits procurement and administration.
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