Velan – An Overview

• 7th successful year in the outsourcing business.

• Managed by a team of professionals with 100+ years of cumulative

experience.

• Impeccable track record of delivering services across the globe.

• Has state of the art technology for 24x7 operations.

• 500+ employees and gearing to become a 1000+ by the year 2014.

• ISO 9001:2008 certified company.

• Marching towards ISO 27001 certification (ISMS).

Payroll Process

Payroll Workflow

Client

Velan Payroll Process Team

Timecard / Time sheetIRS State

DD or Paper Checks

Payment of Tax &

Filing Return

Payment of Tax &

Filing Return

Procedure – Payroll Process

• Confirmation of payroll period (Weekly/Bi-

Weekly/Semi Monthly /Monthly)

• Payroll working software both online and offline (QB/Peachtree/Intuit

online, etc)

• Update the W4 information for new employees in Software

• Payroll deduction setup for new employees

• Review and update the timesheet/timecard

• Generate the paychecks (DD Checks or Paper checks)

Procedure – Payroll Process Conti..

• Ensure sufficient funds in payroll bank account for paychecks and

taxes.

• Deliver the paychecks as per SLA.

• Generate the tax liability report.

• Paying the payroll taxes after confirmation of transferring funds to the

payroll account.

• Reconciling the payroll bank account.

Documents Required for Payroll Process

• W4 (if they are a new employee)

• Time sheet/Time card

• Deductions details (if any)

• Reimbursement details (if any)

Benefits of Outsourcing Payroll Services

• Reduced Costs.  

• Do not spend more time.

• Timely deliver of paychecks.

• Timely payment of payroll taxes to avoid IRS and State penalties.

• Preparing quarterly returns (941) and annual returns (940).

• Preparing State tax returns (UCT-6).

• Process and filing W2 and W3 thro online for SSA.

• Be assure that the latest tax tables are being used.

Achievements

• Payroll Process are completed on the same day and the payment

of taxes are being paid before the deadline as mentioned in

Service Level Agreement.

• Received new Payroll Process through the existing client.

• Achieved 100% turnaround time for handling client queries.

• Running the Payroll for more than 100 employees on semi-

monthly basis.

• E-filing W2 & W3 forms around 250 employees for the year 2012.

• Reduced 100% re-work on Payroll processing with the help of

quality management system.

Types of Payroll Processing

• Weekly

• Bi-Weekly

• Semi-Monthly

• Monthly

• ADP

• Quick Books

• Peachtree

• Paychex

Software Used

Industries Served

• Communications

• Automotive

• Travel

• Retail

• Utilities

• Industrial Equipment

• Real Estate

Why Velan?Why Velan?

Process ModelProcess Model

Feasibility studyOperational

managementTransitionPilot run

Evolving migrationstrategy

Understanding

requirements

Assess viability & cost

Implementation

plan

In-house tool

development

Test cases run

Quality performance confirmation

Productivity improvements

Operations transferred from Client to Velan

Velan commences live production

Process review for continuing suitability

Operations HierarchyOperations Hierarchy

Task Owner

Reception and delivery of tasks Generate reports on daily work done

Supervisor

Quality check on the tasks done Ensure tasks are delivered on time Maintaining reports on daily , weekly and monthly production

Manager

Ensure client satisfaction Handle client escalations (if any)

Infrastructure – Delivery Centers

Location 1

Location 2

Data Security

Physical, Administrative and Technical safeguards are in place to ensure data security and confidentiality. Some of the safeguards are :

Physical Scheduled training on information security to all employees Regular security audits performed

Administrative All staff members are bound by Confidentiality and Non-Disclosure Agreements Round the clock Manned security and video surveillance Control of peripherals Audit/Access Trail maintenance Marching towards certification of ISO 27001:2005 (ISMS) within 2014

Technical Regular Virus checks Prohibited access to E-mail and Internet apart from business specific use Data Destruction after data retention period Secured network and application access Secured file transmission using Secure Shell (Private Tunnel Transmission) and

encrypted data transmission

InfrastructureInfrastructure

Reliable Multiple Bandwidth from different providers through different medium (Optical Fibre /Copper – Wired/RF-Wireless) provides us immunity against total block out of Internet.

Indigenous Captive Power Supply (UPS) as primary to cater during city power failure, In addition excessive capacity Power Generator (Silent) is in place to meet longer power break.

Structured networks powered by state of the art switches and routers for high reliability.

Hardware firewall box takes care of Internet gateway level and transmission security.

Business ContinuityBusiness Continuity

Have 100% redundancy with dual servers having same configuration and features.

Operations at multi-locations as a part of Business Continuity Plan. Ready to occupy & fully equipped work space to meet expansion needs.

Centralized client server anti-virus technology to ensure an intrusion-protected and virus free environment.

Secured storage, Designated file routing and Role Based Access Control.

Our ClientsOur Clients

- Serving over 100 clients across the globe in our various services

- Serving 20% of them for the last 5+ years, 20% for 3+ years, 30% over a

year.Clients USA

UK

Canada

Australia

South Africa

Singapore

Sweden

Belgium

Middle East

Iceland

Indonesia

Germany

Nigeria

Italy

Hongkong

Slovakia

Client Location

Country Percentage

USA 56

UK 16

Australia 9

Canada 6

Middle East 2.5

Others 10.5

Recent Compliments:“ I am happy, its refreshing change from the usual ” – Lyle de Groot, Singapore“ I'm glad I hired you and your team. Good job ” - Sean Saadi“ Velan has been fantastic in their communication methods, are extremely organized, can work independently, and are able to follow through to ensure that the job gets done.” – Chris Majewski

Case Study - IThe Customer

Florida based rapidly growing assisted living resorts.

The Challenge

Trying to staff qualified people to supplement in-house strengths led the clients to outsource

Payroll process & Posting Entries of Timecard or Time sheets, Printing & Deliver paychecks and

Payment of payroll taxes to Velan Team.

The Solution

Velan Team provided the client a dedicated team of Payroll processing Experts and studied the

existing IRS and State related payroll updates. An issue tracking mechanism was established to

address, resolve and improve the process. Trained resources helped to deliver uninterrupted service

and meet the fluctuations in work volume.

The Results

Payroll process results to reduce the cost and avoid unnecessary penalty by IRS/State. The

Payroll Process are completed on the same day and the payment of taxes are paid before the

deadline as they could quickly ramp up through Velan team.

Case Study - IIThe Customer

Florida based rapidly growing Health Care Services.

The Challenge

Trying to staff qualified people to supplement in-house strengths led the clients to outsource

two different Payroll process for both bi-weekly and semi-monthly , Posting Entries of Timecard or

Time sheets, Printing & Deliver paychecks and Payment of payroll taxes to Velan Team.

The Solution

Velan Team provided the client a dedicated team of Payroll processing Experts and studied the

existing IRS and State related payroll updates. An issue tracking mechanism was established to

address, resolve and improve the process. Trained resources helped to deliver uninterrupted service

and meet the fluctuations in work volume.

The Results

Payroll process results to reduce the cost and avoid unnecessary penalty by IRS/State. The

Payroll Process are completed on the same day and the payment of taxes are being paid before the

deadline as they could quickly ramp up through Velan team.

Contact Information

Velan Info Services

Website : www.velan-bookkeeping.com

Email : books@velaninfo.com

Phone : (516) 717 2079

THANK YOU