Get answers to some of Inova’s most frequently asked questions.

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Are time changes and PTO balances automatically reflected in payroll?

Yes, since Inova HCM is a single database solution any time changes show up immediately across all modules.

Can my organization switch payroll providers at any time during the year?

Yes, Inova makes it easy to switch payroll providers at any time throughout the year.

Can you help me with payroll compliance?

Inova ensures payroll compliance by combining cutting-edge, easy-to-use technology with a deep understanding of ever-evolving regulations. With dedicated experts, automated solutions, and a commitment to accuracy, Inova helps you navigate complex compliance requirements seamlessly, giving you peace of mind and confidence in your payroll processes.

Do you offer integrations with other HR and business software?

Inova takes pride in offering seamless integrations with a wide array of technology partners, spanning accounting and ERP systems, benefit administration platforms, HR, time, and labor solutions, among many others. Our open API architecture ensures easy connectivity with your preferred business tools, and if there’s a specific integration you seek that isn’t currently available, we welcome your input, as we continually explore opportunities to enhance our integration offerings based on our client’s needs.

Do you offer services in my area?

Inova currently offers payroll in all 50 U.S. states and Washington, DC for companies from 1 to 1,000+ employees.

Does Inova HCM have a mobile app and is it available on Android and iPhone?

Yes, the Inova mobile app is available on the Apple App Store and Google Play Store.

Does Inova HCM offer a full product suite of services, and if so, which ones?

Yes, Inova’s HCM is a unified platform including all key human capital management solutions including recruiting and applicant tracking, preboarding and onboarding of new hires, employee engagement tools including the Company Hub, performance reviews, in-application surveys, payroll and tax management, learning management, reporting and analytics, and time and labor management all under one roof.

Does Inova offer an open API?

Through our REST API platform – for no additional cost – clients leverage access to the entire HCM Suite. Because our platform is one system you will find writing data to and pulling data from our system to be much more streamlined than most.

Does Inova offer multiple clock and time device options?

Yes, Inova offered multiple timeclocks options including Barcode, Proximity, Magstripe, Smart Card, Biometric Fingerprint and Facial Recognition.

Does Inova provide reminders for employees to participate in training and complete required certifications?

Yes, the system offers automated reminders for both employees and managers to ensure they’re notified when certifications are about to expire, when new trainings are assigned, and more to reduce compliance risk and ensure everyone stays on track.

Does the Inova HCM have a Learning Management System (LMS) and does it support both virtual and in-person learning?

Yes, Inova’s LMS provides all the tools and functionality necessary to support both virtual and in-person learning.

Does the Inova LMS provide training content?

With Inova LMS you can take advantage of our on-demand content marketplace, featuring all sorts of content to engage, grow, and develop your people.

Does the system offer built-in compliance reports?

Yes, Inova HCM has built-in HR compliance reporting for regulations such as EEO, OSHA, FMLA, VETS, workers’ compensation, and more in the proper format for filing.

Does the system offer electronic onboarding?

Yes, all new hires can complete their onboarding documents electronically via all devices, including mobile. The onboarding documents can also be customized to your organizations. It’s simple and fast, and you can monitor their progress at all times.

Does the system offer electronic signatures and wet signatures?

Yes, Inova HCM offers electronic signatures and wet signatures to expedite your onboarding and hiring process and allow employees to easily sign off on new policies.

How can HR and payroll systems improve employee satisfaction?

HR and payroll systems contribute to employee satisfaction by streamlining processes, ensuring accurate and timely compensation, and providing easy access to essential information. Automated systems reduce administrative burdens, allowing HR teams to focus on strategic initiatives and employee engagement. Additionally, self-service features enable employees to access payroll information, update personal details, and manage benefits, fostering transparency and empowering them with greater control over their work-related information.

How can I accurately track employee time for payroll purposes?

Accurately tracking employee time for payroll purposes involves implementing efficient time and attendance systems. Using time-tracking tools, such as time clocks or software applications, allows employees to record their work hours accurately. Most unified HCM solutions, including Inova HCM, offer features for automated time tracking, helping to reduce manual errors and ensuring precise payroll calculations. Regular audits and training on time-tracking processes further contribute to maintaining accuracy in employee time records for payroll purposes.

How can I attract and retain top talent?

To attract and retain top talent, prioritize the following strategies:

  • Offer competitive compensation and benefits
  • Provide professional development opportunities
  • Cultivate a positive work culture and environment
  • Implement recognition programs and acknowledge employee’s contributions

How can I automate payroll calculations based on employee time data?

Automating payroll calculations based on employee time data is efficiently achieved through a comprehensive payroll software or human capital management system. Opt for a solution like Inova HCM that operates as a unified platform, maintaining time-tracking and payroll data in the same database, eliminating the need to integrate disparate data sources. Platforms like these typically offer automated features to calculate wages, deductions, and taxes, ensuring precision, minimizing manual errors, and significantly streamlining the payroll process based on the recorded employee time data.

How can I communicate with my employees through Inova HCM?

Our Company Hub allows you to communicate via email or text message to all your employees or a group of employees. The Company Hub also allows you to post articles and videos to further engage and connect with your team.

How can I create a seamless employee experience by streamlining time tracking, payroll processing, and HR tasks?

Creating a seamless employee experience involves implementing a unified human capital management solution like Inova HCM. This platform streamlines time tracking, payroll processing, and HR tasks within a single system, eliminating silos and enhancing efficiency. By providing a cohesive experience, employees benefit from simplified processes, reduced administrative burdens, and a more integrated approach to managing their work-related tasks, ultimately fostering a positive and streamlined employee experience.

How can I develop a comprehensive HR strategy?

To develop a comprehensive HR strategy that aligns with your business goals, consider these key steps:

  • Align with business goals: Understand and support your company’s objectives through strategic planning.
  • Conduct assessments: Analyze your workforce, identify skill gaps, and assess employee sentiment.
  • Define priorities: Set clear goals for talent acquisition, development, and retention.
  • Develop initiatives: Implement plans for recruitment, training, performance management, and employee engagement.
  • Measure and adapt: Regularly track progress, analyze data, and adjust your strategy as needed.

By systematically addressing these areas, you can formulate a holistic HR strategy that not only supports the organization’s goals but also fosters a positive and productive workplace.

How can I ensure data consistency and accuracy across different HR systems?

You can ensure data consistency and accuracy across different HR systems by implementing a comprehensive, single-database human capital management solution like ADP or Inova. These platforms consolidate various HR functions into a single system, eliminating the need for manual data transfers and reducing the risk of errors. By centralizing data, these systems provide a reliable source of truth, fostering consistency and accuracy in employee information, payroll records, and other HR-related data across the organization. Regular audits and automated validation checks further contribute to maintaining data integrity and reliability.

How can I ensure payroll compliance with complex regulations?

A unified human capital management system like Inova HCM is instrumental in ensuring payroll compliance with complex regulations by consolidating various HR functions into a single, cohesive platform. This consolidation allows for real-time updates and automated adjustments based on evolving regulatory changes. The system is designed to navigate intricate payroll regulations seamlessly, incorporating features like tax management, legal compliance tracking, and automated reporting which can help organizations minimize the risk of non-compliance, reduce errors, and stay agile in adapting to the evolving landscape of payroll regulations.

How can I ensure that timesheets are submitted correctly and on time?

Ensuring accurate and timely timesheet submissions involves implementing clear communication and user-friendly time and labor management tools such as those offered within the Inova HCM platform. Inova HCM’s time and labor management tools offer automated reminders, streamlining the submission process for employees. Additionally, they often provide built-in validation checks to ensure correctness, reducing errors and contributing to the efficient and accurate management of timesheets.

How can I generate custom payroll reports?

Generating custom payroll reports can be accomplished using a comprehensive human capital management solution like Inova HCM. With Inova HCM, you can leverage robust reporting features to tailor reports based on your needs. The system allows you to select relevant data points, customize report formats, and set parameters, ensuring that you obtain precise insights into payroll metrics and compliance.

How can I handle discrepancies or errors in timesheets?

Handling discrepancies or errors in timesheets involves establishing a clear protocol for employees to report inaccuracies. Encourage open communication, implement a process for supervisors to review and validate timesheets, and provide timely feedback to rectify any discrepancies. Using a unified human capital management system, such as Inova HCM, can automate this process, flagging potential errors and ensuring a more seamless resolution.

How can I integrate payroll with other HR and business systems?

Integrating payroll with other HR and business systems becomes seamless when relying on a unified, single-database human capital management platform like Inova HCM. The value lies in the elimination of the need for separate integrations for payroll and HR functions, as both operate within the same unified system, ensuring data consistency and streamlined processes. Additionally, a unified solution with open API architecture allows the capability to integrate with various other business systems, creating a cohesive and interconnected organizational ecosystem.

How can I integrate time and labor data with HR systems such as applicant tracking systems (ATS) and performance management systems (PMS)?

With a unified Human Capital Management solution like Inova HCM, there’s no need to integrate time and labor data with separate HR systems such as applicant tracking systems (ATS) and performance management systems (PMS). This all-in-one platform seamlessly consolidate time, labor, HR, and other workforce data, eliminating the complexities of integration and ensuring a cohesive approach to managing various HR functions within a single system.

How can I integrate time-tracking data with payroll processing software?

Integrating time-tracking data with payroll processing software can be achieved through a unified, single-database payroll and HR system. Choose a platform that supports seamless connectivity between timekeeping and payroll functions. Solutions like Inova HCM offer this capability, allowing time data to flow seamlessly into the payroll system, reducing manual input errors, and improving overall efficiency in the payroll process.

How can I manage employee benefits and wellness programs?

Managing employee benefits and wellness programs can be complex, requiring time, expertise, and the right resources. Here are some key steps:

  • Understand your needs: Conduct surveys and focus groups to identify employee preferences and health concerns. 
  • Choose the right programs: Select a mix of benefits and wellness initiatives that cater to diverse needs, addressing physical, mental, and financial well-being. 
  • Leverage technology: Implement a unified HR, payroll, and benefits management solution to facilitate seamless enrollment, centralize communication, and streamline administration for you and your employees
  •  Partner with an experienced benefits broker: Their expertise can help you navigate the complex world of insurance and benefits, negotiate better rates, and ensure compliance. 
  • Encourage participation: Develop engaging campaigns and incentives to encourage participation and maximize program usage.
  • Evaluate regularly: Track key metrics like employee satisfaction, health outcomes, and cost savings to assess program effectiveness and make data-driven improvements.

How can I manage payroll for multiple locations and jurisdictions?

Managing payroll for multiple locations and jurisdictions is simplified with a solution like Inova HCM. Inova’s payroll services and technology offer scalability, allowing you to centralize payroll processing while accommodating diverse tax regulations and compliance requirements across various locations. The platform provides automated tools for multi-jurisdictional tax calculations, ensuring accurate withholding and reporting. Additionally, Inova’s expertise and resources facilitate the seamless navigation of complex payroll challenges, providing a comprehensive solution for businesses operating in different areas.

How can I protect employee privacy and prevent discrimination?

To safeguard employee privacy and prevent discrimination:

  • Establish clear policies: Establish and communicate clear policies on privacy and anti-discrimination.
  • Provide training: Conduct regular training sessions to educate employees on relevant laws and workplace behavior.
  • Confidentiality measures: Implement measures to ensure the confidentiality of employee information, restricting access to sensitive data only to those who need it.
  • Fair hiring and promotion Practices: Adhere to fair hiring and promotion practices, basing decisions on merit and qualifications rather than discriminatory factors.
  • Responsive reporting: Establish responsive reporting mechanisms for employees to report privacy concerns or discrimination, fostering a proactive approach to issue resolution.

How can I reduce payroll processing time and costs?

To reduce payroll processing time and costs, consider implementing a streamlined human capital management solution like Inova HCM. Platforms like these can automate time-consuming tasks, such as data entry, calculations, and tax filings, leading to increased efficiency. Additionally, they provide user-friendly interfaces, allowing for easy navigation and reducing the likelihood of errors, ultimately saving time and minimizing payroll processing expenses.

How can I use unified data to gain a holistic view of employee performance and labor?

If you have a single database human capital management solution like Inova HCM, you can leverage unified data to obtain a comprehensive perspective on both employee performance and labor costs within your organization. Consolidating data within a single platform enables seamless information flow across various HR functions, such as time and attendance, payroll, and performance evaluations. This holistic view helps identify correlations between employee performance and labor costs, facilitating informed decision-making. You can also generate insights into workforce efficiency, optimize resource allocation, and make strategic adjustments to improve overall operational performance.

How can I use unified data to identify opportunities for HR process improvement?

Leveraging unified can be instrumental in identifying opportunities for HR process improvement. With performance management, recruitment, employee engagement data and more all within one unified platform like Inova HCM, organizations can analyze comprehensive insights. This enables informed decision-making, highlights areas for efficiency gains, and fosters a data-driven approach to HR process optimization. Regularly reviewing integrated data allows HR professionals to identify patterns, trends, and potential bottlenecks, empowering them to implement strategic improvements that enhance overall HR effectiveness and employee experience.

How do I conduct an interview?

Conducting a successful interview requires careful planning and effective communication. Start by familiarizing yourself with the candidate’s resume and identifying specific areas for discussion. Structure the interview with a combination of behavioral and situational questions to gauge the candidate’s skills, experience, and cultural fit. Create an open and welcoming atmosphere to encourage honest responses, and be prepared to discuss the company culture, expectations, and growth opportunities. Lastly, allow time for the candidate to ask questions, providing insights into their genuine interest and engagement with the role and organization.

How do I handle employee performance issues?

Addressing employee performance issues requires a proactive and structured approach. Begin by clearly communicating expectations and providing constructive feedback to guide improvement. Regular performance reviews can offer a formal platform for discussing concerns and setting goals collaboratively. Utilizing a Human Capital Management solution like Inova HCM streamlines this process by providing a centralized platform for performance data, allowing for real-time tracking and analysis. Such solutions facilitate the identification of trends, personalized development plans, and the efficient management of performance improvement initiatives, ultimately contributing to a more effective and data-driven approach in handling employee performance issues.

How do I handle payroll taxes for a small business?

Handling payroll taxes for a small business involves several key steps. First, accurately calculate and withhold federal, state, and local income taxes, along with Social Security and Medicare taxes, from employees’ paychecks. Next, ensure timely submission of tax deposits to the appropriate government agencies, and file the necessary quarterly and annual tax forms. Consider outsourcing to a payroll service provider to streamline these processes and stay compliant with tax regulations, ultimately easing the burden of payroll tax management for a small business.

How do I hire and onboard a new employee?

Hiring and onboarding a new employee involves a series of well-defined steps. Begin by creating a detailed job description and posting it on relevant platforms. Once you’ve identified a suitable candidate, conduct thorough interviews and reference checks. Upon selection, initiate the onboarding process, providing the new hire with essential information, training, and access to company resources. A human capital management platform like Inova HCM can streamline these processes, offering efficient tools for recruitment, documentation, and onboarding to ensure a seamless and organized experience for both you and your new employee.

How do I terminate an employee?

When terminating an employee, it’s crucial to follow a thoughtful and legally compliant process. Key steps should include:

  • Documentation: Gather and review all relevant documentation related to the employee’s performance, including warnings, evaluations, and any disciplinary actions.
  • Meeting: Conduct a private and professional termination meeting, clearly communicating the reasons for the decision while remaining empathetic and avoiding unnecessary details.
  • Finalizing details: Address logistics such as the return of company property, the final paycheck, and any information regarding benefits or severance packages.
  • Security measures: If necessary, take steps to ensure the security of company information and systems, such as changing passwords and revoking access.

How do I write a job description?

To write an effective job description, start with a concise job title and a compelling overview of the role. Clearly outline the key responsibilities, qualifications, and skills required for the position. Include information about the company culture, benefits, and opportunities for growth. Lastly, encourage qualified candidates to apply by providing clear application instructions and contact details.

How do you automate payroll processing in a medium-sized business?

Automating payroll processing in a medium-sized business involves leveraging integrated or unified software solutions for efficiency and accuracy. Utilizing a unified HR and payroll solution, such as Inova HCM, streamlines the entire process by consolidating employee data, time and attendance records, and tax information into one single database. This not only reduces manual errors but also facilitates seamless collaboration between HR and finance departments, enhancing overall payroll management and compliance within the organization. To streamline the automation of your accounting, ERP, or business management system, Inova’s open API facilitates the seamless exchange of payroll and employee data across these systems.

How easy is it to set up and use your payroll system?

Setting up and using our payroll system is remarkably easy, and our dedicated implementation and support teams are committed to assisting you at every step of the process. With our user-friendly interface and expert guidance, you can seamlessly navigate the setup, ensuring a smooth and stress-free experience.

How long does it take to do payroll?

The time it takes to process payroll can vary based on factors such as the size of the organization, the complexity of payroll calculations, and the level of automation in place. Timely submission of accurate data, streamlined workflows, and the use of automated payroll systems, such as Inova HCM, can significantly expedite the payroll processing timeline.

How many different time off types does Inova allow?

With Inova Time and Labor, there are no set time off types or amounts. You can customize the levels and limits to meet your needs.

How often should payroll be processed for a medium-sized business?

For a medium-sized business, payroll is typically processed on a regular schedule, with the most common frequency being bi-weekly or semi-monthly. The choice between these depends on company policies, industry standards, and employee expectations. Consistency in the payroll processing schedule helps ensure timely and predictable compensation for employees while facilitating efficient financial planning for the organization.

How to handle tax filing for a mid-sized business’s payroll?

Handling tax filing for a mid-sized business’s payroll involves meticulous record-keeping, compliance with tax regulations, and timely submission of required forms. Employing a payroll provider like Inova can significantly streamline this process. Such providers often offer automated tax calculations, ensure compliance with changing tax laws, and take on the responsibility of filing necessary documents, reducing the administrative burden on businesses and helping them navigate the complexities of payroll tax obligations effectively.

We already have an HR department, why should I use HR Assist?

HR Assist is an extension of your own HR department. Our professionals provide you with extra resources to accomplish specific tasks such as onboarding and offboarding of new employees, benefits administration and enrollment, compliance monitoring, and more.

What additional services does Inova offer in which complements its HCM?

Inova has a division devoted to providing HR consulting and assistance to our clients using our HCM solutions called HR Assist. In addition, Inova Benefits Brokerage is a full-service broker that offers a variety of benefit plan options tailored to our clients’ and their employees’ needs.

What are the best practices for managing employee benefits and payroll?

Best Practices for Managing Employee Benefits and Payroll include: 

  1. Implement a unified HR, payroll, and benefits platform like Inova HCM for seamless management
  2. Provide employees with self-service tools to access and manage their benefits and payroll information
  3. Clearly communicate benefit options and payroll processes to employees.
  4. Stay up-to-date on laws affecting benefits and payroll to ensure compliance and avoid penalties and legal issues.
  5. Conduct regular audits to verify data accuracy and compliance.
  6. Provide training for HR and payroll staff to stay informed about the latest industry practices and technologies.

What are the common payroll mistakes and how to avoid them? (This could be a blog as well)

Common payroll mistakes can lead to significant issues for businesses. Some key errors and ways to avoid them include:

  • Incorrect data entry: Mistakes in manually entering data can result in payment inaccuracies. Use payroll software to automate calculations and reduce human error.
  • Missing deadlines: Failing to meet payroll tax filing deadlines can lead to penalties. Using a payroll platform that offers real-time reporting and proactive payroll alerts can help ensure timely submissions.
  • Employee misclassification: Misclassifying employees as independent contractors or vice versa can have legal implications. Understand classification criteria and seek legal advice if necessary.
  • Overlooking overtime rules: Ignoring or misunderstanding overtime regulations can lead to non-compliance issues. Stay informed about labor laws and implement accurate time-tracking systems.
  • Inadequate recordkeeping: Poor recordkeeping can lead to audits and compliance issues. Use secure payroll software to maintain accurate records and ensure easy access during audits.

What are the different types of payroll deductions?

Payroll deductions encompass various categories, including mandatory deductions required by law and voluntary deductions chosen by employees. Mandatory deductions often include federal and state income taxes, Social Security, and Medicare contributions. Voluntary deductions can range from health insurance premiums and retirement plan contributions to items like charitable donations and union dues, allowing employees to customize their deductions based on individual preferences and needs. Additionally, wage garnishments for legal obligations, such as child support or creditor payments, constitute another type of payroll deduction.

What are the latest trends in HR technology for mid-sized businesses?

The latest trends in HR technology for medium-sized businesses showcase a significant integration of artificial intelligence (AI) across various HR functions. AI is increasingly being utilized for smarter talent acquisition through predictive analytics, chatbots for automated employee queries, and AI-driven insights to enhance decision-making. Cloud-based HR systems remain prevalent, offering scalability and flexibility, while AI-driven analytics tools provide deeper workforce insights for strategic planning. These advancements collectively empower medium-sized businesses to leverage cutting-edge technology for more efficient and intelligent HR management.

What are the legal compliance requirements for payroll?

Payroll legal compliance involves adherence to various regulations, including tax laws, minimum wage requirements, and labor standards. These requirements may vary significantly depending on the state or region in which the business operates, necessitating a thorough understanding of local legislation. Businesses must also comply with federal laws such as the Fair Labor Standards Act (FLSA) and the Family and Medical Leave Act (FMLA), ensuring proper documentation, tax withholdings, and reporting to maintain legal integrity in payroll processes.

What insurance companies does Inova Benefits work with?

We work with many of the top health insurance carriers such as Cigna, Aetna, UnitedHealthcare, Anthem/BCBS network, Unum, Principal, Mutual of Omaha and MetLife. We also offer shared health plans which are a great option for smaller companies that are not yet able to contribute to a health plan for their employees.

What is off and retroactive payroll?

Off-cycle and retroactive payroll are terms related to adjustments in payroll processing. Off-cycle payroll refers to unscheduled payroll runs outside the regular pay schedule, often necessary for urgent payments, bonuses, or corrections. Conversely, retroactive payroll involves making adjustments to previously issued payrolls to account for changes like salary corrections or updates, ensuring accuracy for past periods of work. Both off-cycle and retroactive payroll processes are essential for maintaining financial accuracy and meeting unexpected payment requirements in organizations.

What is the difference between net pay and gross pay?

Net pay is the amount an employee takes home after all mandatory and voluntary deductions, such as taxes and insurance, have been subtracted from their gross pay. Gross pay, on the other hand, represents the total earnings before any deductions and serves as the starting point for calculating an employee’s compensation, including bonuses and other forms of income. The disparity between net pay and gross pay underscores the impact of various deductions on the actual income received by an employee.

What kind of client support do you offer?

At Inova, we prioritize a personalized and direct approach to client support. When you partner with us, you won’t be dialing a generic 1-800 number or dealing with chatbots. Instead, you’ll be provided with a dedicated support team of experienced professionals who are easily accessible and understand your needs. This team consists of subject matter experts well-versed in your organization, ensuring prompt and tailored assistance for any questions or concerns that may arise.

What makes payroll processing important?

Payroll processing is crucial for various reasons, primarily ensuring that employees receive accurate and timely compensation for their work. It also plays a vital role in compliance with tax regulations, benefits administration, and maintaining overall financial transparency within an organization. Efficient payroll processing contributes to employee satisfaction, legal compliance, and the smooth financial functioning of a business.

Where are Inova’s offices located?

Inova has 11 offices across the U.S. including its headquarters in Nashville, TN as well as Chattanooga and Knoxville, TN, St. Louis, MO, Lancaster, PA, Atlanta, GA, Scottsdale, AZ, Doral, FL, Irving, TX, and Rancho Cucamonga, CA.

Will Payroll integrate with my accounting software?

Inova is proud to offer direct API integration with industry-leading accounting software such as Sage Intacct, Acumatica, M3 Accounting, QuickBooks Online, Xero, and more.