SchedFox – Guard Scheduling and Payroll

SchedFox is the All-In-One Security Guard Scheduling and Management System.

Security Guard Specialized Payroll Program

Payroll Program
The payroll program will work and integrate with the HR program and the Scheduling program.

Automated payroll, taxes, and filings
Automated taxes
All local, state, and federal payroll taxes are calculated, filed, and paid automatically.

Features 1099 w2
W-2s and 1099s
We issue and file your W-2s and 1099s, plus send them to your employees and contractors.
Must send by email, app, text or whatever mean available.

New hire reporting
Report new hires to the government.

Child-support garnishments
Automatically send the payments for you in all states.

All the forms
File all federal, state, and local payroll tax forms, using e-file, e-sign, and e-fax technologies.  Which means it’s all automated and paperless. This includes:

Form W-2
Annual report of wages, tips, and other compensation paid to an employee, as well as the employee’s taxes withheld.

Form 1099
Annual report of payments made to an unincorporated business or independent contractor.

Features form 940
Form 940
Annual report of all wages, tax liabilities and payments made under the Federal Unemployment Tax Act (FUTA).

Form 941
Quarterly reports of federal wages, tax withheld from employees, employer’s portion of Social Security or Medicare tax, and total tax deposits.

Form 8974
Filed each quarter with Form 941 if claiming the Federal R&D Tax Credit.
State and local
File these too. For specifics, check out this list.

 

payroll schedules

Paying Taxes
System pays all taxes through to US, States and Cities automatically.

Flexible payroll features
Multiple states
Run payroll in as many states as we need.  Support all 50.

Features bonus payroll
Unlimited payrolls
Run payroll as many times as you need.

Reimburse Expenses
We need to be able to reimburse expenses using our program and either direct deposit or pay card.  No taxes are taken out of these amounts.

Automatically sync expenses from our partner and Expensify,

Contractor and Sub-Contractor payments
Police Officer Sub-Contractor payments
Pay contractors and automatically file and send your 1099s.
Police Officer and other guard companies will be sub-contractors for us.  It must be reflected in the payroll program as such so that will invoice for this and pay them.

Unlimited bonus and off-cycle payrolls
Don’t need to wait until the next pay period to pay employees.
We must be able to pay some officers within a few days of their termination.  This is required by some State.

Easy cancellations
Cancel payroll or individuals that are scheduled to be paid.

Flexible payment schedules
Pay weekly, bi-weekly, twice a month, or monthly.
Pay employee starting on any day of the week and ending on any day of the week.

Net-to-gross calculations
Enter the net amount employee should receive, and software will figure out the gross amount needed to pay before taxes. Great for bonuses. (low priority)

Features multiple pay schedule
Multiple pay schedules
Customize pay schedule based on needs.

Deductions
Add deductions pre-tax for benefits, or post-tax for things like garnishments.

Hourly and salaried employees
Support both!

Multiple pay rates
Pay an employee different rates based on the work they perform each pay period and at which post and position.

Garnishments
Deduct employee garnishments. For child-support garnishments, automatically send payments to the states.

Reimbursements

Pay employee reimbursements at the same time we run payroll.

 

payroll software

Advanced payroll features
Payroll reports
Generate and download reports for payroll history, bank transactions, contractor payments, paid time off, tax payments, and more.

Accounting integrations
Integrates with accounting software – Sage

Features pretax
Integrated pre-tax benefits
Administer benefits such as medical insurance, 401(k), and more, and deductions automatically sync with payroll.

Federal R&D Tax Credit
Supports claims for the Federal R&D Tax Credit.

Time-tracking integrations
Automatically import employee hours by integrating with scheduling program.

Employee management
Direct deposit
Employees’ paychecks go straight to their bank cards.

Paperless employee onboarding

New employees fill out their info online, including contact information, bank account details, and W-4s. This integrates from the HR system.  API

Digital paystubs, portal and online information
Employees receive payday emails.  We can personalize with our own notes.
Employees personal payroll data with easy access to their pay stubs, W-2 forms, and time of accumulation, vacation time and time off balances.   We want employees to find everything they need without bothering human resources.

Payroll Portal
Employees can view all their payroll information and pay stubs.

Features charity
Charitable donations
Employees can make charitable contributions directly from their paychecks, with automatic deductions. (low priority)

Lifetime accounts
Employees can access their paystubs and W-2s online, even after they leave your team.   These should stay available for at least 7 years.

Departments
You can organize employees and contractors into departments for easy management and reporting.

Features vacation policy
Vacation and sick policies
Set time-off policies and track vacation and sick balances for your employees.

Integrates with Scheduling program

Mobile
Access your account and run payroll any time on your smartphone or tablet.

Digital signatures
Sign your forms online.

Calendar sync
Sync payroll deadlines, birthdays, and employee anniversaries to calendars in Google Calendar, Outlook, or iCal. (low priority)

payroll program

Integration with HR
Employees are first entered into our Hiring System.  That information integrates into our HR system were more information is added by the employee and our admins.   The new employee is automatically integrated into the Scheduling program and listed as NEW employees.   There is not delay in the integration.  The new employee is also automatically integrated into the payroll program.  The new employees banking information or pay card is also automatically integrated into the system.

National and Territories
All Accounts and Employees are under one company umbrella, but they are also in different territories, states, cities and divisions for taxes, unemployment taxes, WC and liability insurance processing.

National, State and Local Taxes API
There should be only one place where we enter taxes for the USA, States, Cities or others.  This information should be purchased from a site and integrated with our payroll system so that the taxes are always current.

The many be some of the sites:
Customize our Payroll system to meet our entire needs including compatibility with US Taxes for different states. There are third party APIs/SDKs available to integrate. From back end (admin end) we will be able to manage (add/remove) any new state (it’s tax laws).     Some such APIs:   https://taxee.io/api-status https://www.data.gov/developers/apis

We can have details of different state taxes from here:   https://www.irs.gov/tax-professionals/government-sites

I’m sure we will have to pay for some of this, but the irs.gov site might be free.

Worker’s Compensation Rates

Each State has different Worker’s Compensation Rates and Unemployment Rates.  We will have to adjust the Worker’s Compensation Rates from our liability insurance contracts, but the Unemployment Rates need to be API and adjusted as an employee reaches the maximum.   When an employ reaches the maximum deduction, they are no longer required to take this money our of their paycheck and we are no longer required to pay or match it.

Child Support, Loans, Health Insurance, Registration Fees and More

There should be one place, per section, where information is entered for child support, or loans, or registration fees or health insurance.  An admin should be able to go to these specialized pages and enter all the information.   Then this information will update on the security officers records before the next page check.   We want to make this as easy as possible.  Instead of going to each officer and looking them up one at a time, let’s see if we can figure out a way to have an easy form that does it all for all officers in every branch.

There are restrictions that must be applied.  For example:  The Net Pay after child support cannot drop below 50%. We need the restrictions built in.

After Verification the Process

Process the accounts/clients and employees at the same time by the verification of their schedules.  Once a schedule is verified because and the guard does not object to his time sheet, then the hours of the schedule are consider accurate.  We do not need to verify time sheets that the account does not show in variation from the original schedule.

The scheduling program will integrate with the payroll program as one seamless operation.  As soon as shifts are verified, then payroll is ready to process the math.

 

payroll scheduling

Discrepancies Solved
Whenever a guard has a discrepancy in the schedule and his time machine does not match, then the officer’s name is put on a discrepancy list for further evaluation.   These discrepancies are sorted through by our payroll people, until all information coincides.  Once all the hours that the guards worked are verified, then payroll will be ready to process.

From these accurate hours, all the guards are paid and the clients/accounts are invoiced.

Deduction Restrictions

We cannot deduct more than 9% – the rate varies– from an employees paycheck during any pay period for loans they owe us, registration fees that owe us or anything else.   We will want the program to deduct any registration fees first at a certain percent each week.  Once the registration fee is deducted, then we will start on the uniform deposit.   These amount will vary, and we will discuss this in more detail.

Send info to Invoicing
Invoicing can be done as soon as any client/account is verified.
A payroll may not be able to be processed until all accounts in the territory are verified because a guard might work many locations.

Minimum Wage
We must be able to insert minimum wages for cities, states and the USA, so that we never fall under that number.

Time and a Half
Security officers can be paid any % or amount that we want for them when they work holidays. The amount they get paid will depend on the account they are working out.  Some officers will get paid time and half, while other may only get paid 1.1 times.  We need to be able to set a standard for all accounts as a default and then adjust accordingly.

Hourly and Salary
Security officer can be paid hourly, but a few supervisors and admin people can be paid salaries.  There will be different benefits with each.

Elected Tax Rate and Dependents
When security officers go to work for us, they must fill out several government deduction forms.  These forms determine the amount of money that is withdrawn out of their paycheck and sent to the IRS.

Executive Payroll
We will want to use this program to pay all of our executives an admins.  Those salaries need to remain confidential.  So we will need levels of clearance for each user.  Only a hand full of users will be able see the administrator’s salaries.

Tracking Vacation
The payroll system needs to work with the HR and the Scheduling program to track Vacations and Sick Days.

Other State Restrictions
Some state require that an officer must receive 1 hour of vacation for every (number) of hours that he works.  This must be built in and integrate with our HR system.

 

Money and Payrooll

Alert
We need an alert if any officer’s pay is net 0 or minus.  We also need an alert if any officer pay exceed a total that we want entered into the system.  For example:  We might enter $1000.00.  If an officer is scheduled to make more than that, then we would get an alert.

Rate Codes
The payroll program must honor rate codes that come from the scheduling program.  Rate codes determine the wages of the officers.  A security officer might be working a post making one amount and then get moved to another account were the rate code increases or decreases the guards wages.  The rate codes come from the scheduling program.

Time Variances
If a guard shows up early to his post, the program does not pay the officer for that time.   The guards will normally show up early.   If the guard shows up late, the program does not pay the officer for that time or bill the client.   If he is replacing another officer, then that officer will get credit for those times.

Terminated Employees
When employees are terminated or quit without notice, they lose their deposit for their uniform and they are required to pay the full amount of any state registration fee.  We need the system to make these final deductions from the person last pay check.

Stop Payment
If a terminated employee has been paid in full and we need to stop the full payment because the officer owes us for uniforms or registration fees or loans, then we need the ability to pull the one officer’s pay out of the batch and make the changes.

Reverse Payment
If we have overpaid an officer and need to reverse pay because they stole property, caused damage or owe us for anything else, then we need to be able to submit a request to reversal of pay and have the money taken back off the officer’s pay card.

Instant Payment
If an officer returns a uniform and we owe the money, we need to be able to enter that amount, push click and have it instantly be put on the officer’s pay card.  We should limit this to not over $200.00.

Compliance Management
Keep in line all relevant regulations to ensure our business is up-to-date and lawful.

Secure
The site must be secure from hackers.

SchedFox - Guard Scheduling and Payroll