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

IRS

DD or Paper Checks

Timecard / Time sheet

State

Payment of Tax & Filing Return

Payment of Tax & Filing Return

Velan Payroll Process Team

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 semimonthly 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

Software Used
ADP
Quick Books Peachtree Paychex

Industries Served
Communications Automotive Travel Retail Utilities Industrial Equipment

Real Estate

Why Velan?

Process Model
Evolving migration strategy Operational management

Feasibility study

Pilot run

Transition

Understanding requirements

Implementation plan

Test cases run

Productivity improvements Operations transferred from Client to Velan

Velan commences live production Process review for continuing suitability

Assess viability & cost

In-house tool

development

Quality performance confirmation

Operations 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

Infrastructure

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 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 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 USA UK Australia Canada Middle East Others Percentage 56 16 9 6 2.5 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 - I
The 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 - II
The 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