eSignature Lawfulness for Payroll Deduction Authorization in Mexico

How to eSign a document: eSignature lawfulness for Payroll Deduction Authorization in Mexico

so I appreciate that okay so so yes so verifying the per Peril deduction authorizations have been delivered um and in the inspection processes which is what we're going to go over today because a lot of us are already compiling deductions and making sure that what is on the spreadsheet and on the srf is what is actually going to be showing on the invoice okay we there are a couple of re reasons why sometimes we lose business or we even lose entire accounts which we're having to deal with one this morning um however but there's a couple of reasons that I'm going to touch on and so hence the reason why we're having this training so we can ensure that we prevent from any of those issues discrepancies once bookkeepers get to this step in the process okay so once we are done with the deductions we are working to schedule the appointment to meet with the bookkeeper to deliver and guys everybody should have a what comes next form if it's a re-enrollment I completely understand that um you're not going to have blue books blue books are only for your brand new cases if it's a re-enrollment guys I just emailed out this quality link to everybody and there's a what comes next form attached that's blank so go ahead and print you out several of those um as you're continuing to work with us or a lot of people already have them in their iPad where the bookkeeper just signs however those are going to be for your re-enrollment also some of our new cases on blue books um they may not come in time well at least you're delivering deductions on time and you'll get them the Blue Book later on maybe when you deliver the um the first invoice or schedule that meeting but we want to make sure we always get a what comes next form time which is what we're going to be going over here shortly okay so that's the enrollment period that ends February 29th all what comes next forms should be turned in to me your ads a lot of times like to collect them all and compare them to to the entire list that was sent out and they go through and send them to me either an epic email they take pictures and send them to me text I don't care how to get them I just need to get them because if we don't have a what comes next for then that just simply means to me that we didn't deliver them okay um I know there are some instances where we email deductions and uh guys I know realistically it's not um it's not realistic for us to deliver 100% of them in person due to scheduling schedules change stuff happens bookkeepers are out sick I get that however the attempt still needs to be there because if we go and enroll in person to make a paycheck then we need to ensure that those commissions and that that continues to stay on the books by making time to do the exact same in delivering the deduction okay because there's a lot of break down when we we've lost cases due to emails due to deductions being emailed and us not verifying properly okay and so now it's that's the enrollment period there's three periods to the worksite the enrollment deduction and effective period so we just briefly explained the February enrollment period for enrollments this month and now we're into the deduction period which is going to be in March okay and that step is really where um I myself Ashley Coleman um she helped me in the inspection process for verifying deductions and so she makes these calls to our re enrollments and our new cases of verifying that the deductions have started okay you guys may get some group text messages from us and her you know um so and so hasn't receive please advise who are they delivered to please get them emailed to ASAP and so she really helps us in making sure 100% in fact that bookkeeper has started the deductions for the first pay period in March okay so you'll see that the deductions will take place the entire month of March listen everybody laptops down and pay attention to this please oh there a boat ride she whooping them into shape thank you Dara for giving everybody's attention onto the screen oh I just needed you but either way um all deductions take place in March first invoice is going to show up in April or if it's a re-enrollment the updated invoice is going to be coming in April okay from all the deductions that have taken place in March so you guys can see that if the deductions don't start that very first pay period okay that very first bill is going to be due in April always on the 1 and you did see just a second ago where right here on the 22nd is generally where bills are mailed and emails uh if they're on online billing to those accounts so the bills are already generated out on the 22nd and April 1st you'll be able to see is when that bill comes it's always going to come on the 1 so if deductions start one week late that bill is still going to come on the 1 which means that they're going to be short deductions to pay the April invoice okay so that's the invoice portion which is going to show up on April um and then we then go through and around about the 10th I kind of go through and check all of our brand new cases and see of those new cases have they paid if they not if they have not paid in April then that's usually when I hop on the quality calls and let you guys know hey these are your new cases they still haven't paid um let's work to to help them get their first payment have they received their invoice um can we get them registered for online billing what do we need to do to help them on getting that first invoice paid I sometimes help in that process a lot of the agents and essays help in that process but collectively our goal is to make sure one that all deductions start on time and then two that all updated or new invoices get paid on time okay and so you guys can see that throughout April um on the 16th if they have not paid you'll see that they may get a late email from home office saying hey your invoice B has not been paid uh please remit your invoice and then on in May they'll at that point be 30 days pass due so for those new cases those new cases are essentially called what's called Jeopardy accounts that means that as a brand new case we shouldn't be having brand new cases pay 30 days P due because if we're very clean in this step of the process they are pay on time um we have lot Lucas in Jacksonville um Jan and Fay and Augusta those are some of our admins um and our other offices that really help in the inspection portion of this process verifying that the deductions are accurate and they do a phenomenal job and what I'm getting ready to show you next is what they do what we do to ensure that everything looks clean everything matches to the penny and that there's no surprises on the bookkeepers end that would cause them to uh cancel or for us to have any chargebacks okay and so right now if you have not I want to make sure that we go ahead and schedule our appointments for our uh delivery of deductions and what we should know when we deliver with them is not only won the appointment date that we're going to be meeting with them next week um but what day are they going to be entering deductions into payroll in March and I put March in parentheses because that's going to change based off of when the enrollment period ends but this specific example um Mrs bookkeeper just want to touch space with you I know we've concluded the enrollment and I want to make sure that I get you everything um for the payroll deductions to start on time the amounts for all the employees that participated um I'm going to be in your area sometime next Tuesday or Wednesday uh what time works better for you let's say from 9:00 am to 12: are you g to be in the office at that time yeah I'll be here that day I leave at 12 okay perfect well I'm going to come see you on Tuesday at 9:00 a.m. um and I know that in March are when the deductions are going to start do you know what day exactly you're going to be entering those deductions into payroll um you can have that conversation prior to or you can have that conversation when you're actually delivering the deductions on time um and Mark that on the wcm which I'm ready to go over here momentarily but those two dates are very important because they dates at 1 one we got to schedule the appointment to maximize our time in the field and make sure that our activity continues our prospecting our enrollments so we want to work it into our schedule not again creating a full day of just deductions because I promise you it eliminates all activity for you and you lose your momentum when you're closing cases um and enrolling when you do that okay but one helps you work it into your schedule to to deliver and then two it helps me and you both make sure that we verify in time for their very first payroll in March okay so that date is very very huge and we really should be getting that date when we closed the 125 paperwork already and putting that on the new billing information sheet which I know we've addressed in training and we'll come back to that um you know in some trainings in the future months but as of right now we should know what day she's entering those deductions into payroll in March so I did mention there's a couple of cases and instances where we've lost some accounts and lost business and um and guys we before I go into them we've done a phenomenal job really buttoning up in this process and I'm so proud of each every one of you because our dcn if y'all saw on Lost business was 1.8% and guys that's a record that is a record for the third largest agency in the entire company for us to have only 1% of business lost means that what we're doing in this process is working and I know it's so tedious mundane and um we're I mean I guess you could say OCD but the reason why is because it helps eliminate from business being lost charge back coming from commissions accounts um people being locked out of bonus people being locked out of direct pay so the purpose for this is to help you all maximize on your paychecks so it's a win-win for us all okay and so when we don't go through this process as tight as it should be or as we're training on um one of the reasons we lose is because authorizations are not delivered on time and then the deductions never start on time and when that happens bookkeepers are frustrated not only our bookkeepers are frustrated they're not going to pay that updated invoice I know we've got a situation right now where we're dealing with where the deductions weren't delivered to the right person and the general manager is uh missed three pay periods so now the agent is going to have to reimburse um the deductions in order for us to fix the billing error um so we have we have that happened before in the past and that's the only really way to resolve or sometimes they're not even willing for us to reimburse and they just cancel it because they just feel that we're unprofessional we didn't do things in a timely manner um and so another reason also that we lose accounts is because deductions aren't matching up on the bill this is probably the number one reason or way that I get the most amount of issues or calls is that deductions haven't matched up I got an email yesterday on a $50,000 enr $50,000 worth of annual premium on an enrollment where the deductions aren't matching the invoice at all and the bookkeeper has spent a day and a half trying to reconcile and none of it is matching up and so you know praise the Lord she's somebody that's willing to work with and us help fix but again that's a big issue right like that's a big surprise for an account and so here we are in the process now taking extra time to fix something that we've already done now causing more time energy and effort having to go back and do something and so now it just it is stressful and so to prevent from the extra work there's an inspection part in the deduction process okay um so I'm going to go ahead and get my examples pulled up here if you guys can bear with me for one second I did have them pulled up but it's been um I had some shutdowns right before you guys logged on on my computer and here is everything right here okay so I've got one example with me okay all right so I've got one example here the very first step in the process for that we should be doing um when it comes to inspecting is first looking at Epic opportunities so I want everybody to be right writing this down um anywhere this is this is at the point now where we are inspecting deductions prior to delivery so the there are several things you want to have pulled up the first when you're doing this is the Epic opportunity so here I am an ethic on an account mone's custom Woodworks and I'm going and I'm clicking on opportunities and I want to click on the opportunity for February 28th which is the one that's closing you can see that we've enrolled to $2,300 worth of business um on this specific account okay um Mooney's custom Woodworks the example that I'm using right here is going to be this guy alen lock so here before I click on this example what you should be doing is right I click on the first so we we have a couple of sales that we sat down with right click open link into a new tab I'm going to open all these up in a new tab to go through and see who all we wrote okay I see here we didn't write we just wrote the no cost stuff because it says right here zero annual premium from Amy so I'm going to just take her off I see Billy Moon Bill Mooney take him off go ahead and delete Allan lock 1461 I'm gonna open a couple of these up so that way I can get my point across on this Brian Harish zero Thomas Carl Carlos zero I think there maybe one more employee on here that has something but yep Lynnwood Hatton 32 let's just say I've gone through and opened all those up I see Lynnwood and Allen are the only two people that actually purchased policies so I should have how many srfs two srfs right here that I'm inspecting to then compile the spreadsheet okay so I've got Allan lock I'm GNA go ahead and open up he took out two applications a career life plus and a cancer endurance policy okay and so I go ahead and I'm opening up um in here into applications because I want to be able to see again the invoice has not generated but I want to be able to see what I'm actually and sometimes some people may not do this some people just jump right into the worksite management report which is also fine or jump into um the Account Details which I'm getting ready to show you but there are sometimes where you guys have questions on um the actual Peril deduction process or if you're missing an srf right you're missing an srf and you're trying to figure out what do I need to put down for this srf and I scroll down to this guy right here is the older Peril deduction authorization agreement you have $24 that is going to be in uh post tax deduction and then 635 excuse me $637 is pre- tax so that's that's in in Epic if you're missing an srf however let's actually go to the srf because in this example we do have the srf okay so he took out uh $24 in for Life plus 637 okay that matches up with the application now I want to make sure that on the invoice that's getting ready to generate that all of these policies that he applied for have issued okay there's a difference between an application and a policy when you're sitting down with a customer you're actually taking the application going to the field under writing process well when you submit it to me and I approve it has to go through the underwriting process and so Underwriters sometimes have to do a qac do a prescription check um and once all that gets done then a policy issues and becomes what's called a policy okay so there's an inspection process behind that I'm gonna go ahead and close out here and I'm going to show two examples because I want you all to see how to be able to one pull management reports management reports update every Saturday if you just enrolled an account the management report is going to be the best tool for you to inspect deductions because it is the most updated report that shows all of the PO applications that have issued there all your policy okay Epic on the other hand epic does show policies that have issued but it does have a one week delay so epic sometimes is good if you enrolled an account earlier on in febu in February it's going to have everything okay um I'm I'm not going to pull up the management report but I'm going to show show you how to get to it so I just clicked on field report I came to I hit go I hit search worksite management report obviously I have different branches but you would go ahead and then click on your stuff or if you're an ad SA or GA you can click on all of your teams okay so I would click on this specific agent Adam get documents and I could see his account these are the management reports that I would pull up to then see and I would really more so focus on the management report if you just recently enrolled them in the last week or so the last two weeks um in eepic if you're utilizing ethic on something that enrolled earlier on in February I could see here Allan lock only has one policy on here one policy how however do you remember when we look we approved two applications for him and on the srf is showing the cancer policy and the life so in this specific example I see his life insurance has not issued on the management report or an ethic however we we did take an application so what can you guys what are some questions in your mind you can think of why wouldn't this policy issue what happened to it okay so something could happen we could have a qac call um something's in the underwriting process so that's the first thing I'm going to think of is pending requirements so a lot of our um agency I don't know if you guys um there is what's called a pending requirements report you get to it that gets sent out from Nikki told you my screen shut down y'all so just bear with me give me one second I know I'm navigating through all over the place okay so here is the pending report excuse me not Nikki is no longer sending those Destiny is now sending those out but here's the pending report that gets sent out and I'm scrolling down and I'm seeing okay Alan lock is he boom Allan lock qac has been pending for him so um it could be a qac or it could be a cood guys on a Cod where we're trying to get placed if we're delivering that um we want to make sure that we notate this when we go to deliver the deductions because here how here's how we can maximize time one you can touch Bas and try to get that employee when you go to deliver the deductions to get them to complete the qac call maximizing time there two we can go ahead and let the bookkeeper know hey Mrs bookkeeper um you know I and I'll go over this when we go through the what comes next but Mr Allen he's got a pending requirement um his policy hasn't issued yet it is on the deductions so go ahead and process the deductions as is um if something comes back in the underwriting process um that may change his his policy we'll make sure to update you at that point in time to get those deductions adjusted but let's go ahead and just start everything for right now um and I'll let you know if anything does come back in that process okay so that's the route we want to take on it but in this specific example we did see that Allen lock does have a qac call that needs to get completed okay so that is um on that and and looking at the um deduction report right here okay as to how it then is transposed into the uh excuse me yeah transposed into a spreadsheet right because here is where and guys I I know I'm all over the place but just on my screen to just bear with me okay we talked about looking at the opportunity and the sales in in ethic first to make sure all the policies issue and then we're comparing on the SRS that those amounts on the SRS are actually showing up and matching exactly to the penny what is on either epic details or what is on the management report to the penny if you are one penny store on your srf that srf needs to be changed to be the exact Penny that's on Epic details or the management report because here's why guys the D the work time management report or epic details is exactly what's going to be on the invoice so that's where you catch your errors or your discrepancies okay and so then you add it to the spreadsheet this is a really good spreadsheet I really really like how they have it um because on an existing policy like the very first example David Alexander um you know oh Lord what just happened on this specific example David Alexander the very first person he had new coverage added free tax second C existing free tax 714 news 714 exist listing and so he's got a total of 1428 free and in the notes to the far right it does say changes notated he added one policy okay if I go down to Allen lock on the example that we just gave Allan lock right here he's a very brand new employee and so they just put new so I really do like that and sometimes you have employees that cancel policy that remove one policy but add some else and that's really good on here to put changes and not changes notated uh removed one policy or you know whatever you want to put on there so that's a really good example you always want to make sure if you are delivering deductions guys where you're just giving them the new deductions I promise you we've lost large accounts because we delivered just the new payroll deduction and we did not specify the existing versus the new so you always always deliver both existing and the new which is then going to show them the total of deductions that should take place which is exactly what's listed on this example um I do have this spreadsheet I'll send a recap out of the recording a blank template um and a blank WCN so you guys have those tools but those are examples of how to inspect on the deduction process okay all right so I'm going to jump into now that we've compiled and got our spreadsheet keeps looking good compared to everything that we have approved making sure everything matches on the management report um with what's on SRS and the spreadsheet all three of those have to match ethics applications your srf your spreadsheets or worksite management report spreadsheets SRS all three of those have to match okay now that we've done that portion in the inspection now it's time for our relationship with the bookkeeper because this is where we actually go through compile all the deductions okay and we schedule to go out to deliver the what comes next form and the individual signed copies of the salary Direction forms it is inserted in every Blue Book okay um but for your re enrollments you should have blank copies with you again to fill out so let's just quickly walk through what that looks like and this is where we're going to close on our training today um you all have a what comes next form so now we're going to switch to that so go ahead and everybody have that on top please get your pen out and go ahead we're going to be working through this what comes next together so you all understand what that process looks like okay so this is again the purpose of it is to explain to the bookkeeper the three periods of the work site um so they understand when they're starting the deductions when the invoic is going to be due um and when the planing year ends so our example is going to be an enrollment that we closed in February hang on I'm missing a yep I'm missing something okay well I am going to come here second okay oh here we go okay boom all right so let's fill this out together deductions Mrs bookkeeper are going to begin the first pay period in March so everybody put 31 2024 your very first bill is going to be due on April 1st um if it's a re-enrollment Mrs bookkeeper your updated bill is going to be reflected on the April invoice and then the plan year is going to end March 31st 2024 okay right here 2024 25 excuse me deduction start March invoice is going to be updated or due on April 1st and the plan year ends on 3:31 our agency's quality manager Ashley Coleman and Angel clone will reach out to you over the course of the coming weeks to see what questions you have and what we can do to help again Ashley does and makes the phone calls on the on the deductions I do also sometimes when there's deduction issues helping bookkeepers enter um and so I do get involved when there's issues or discrepancies um so go ahead and put both of our names down on there okay and then on this specific portion right here is going to be our Representatives this is where we pull out all the srfs guys we pull out all the srfs that the employees have signed and we say Mrs bookkeeper this second point right here um shows you and you're going to show her the srf where every representative has discussed with your employees that they understand they cannot make any changes to their coverage for the entire plan year unless there's a qualified status change so I just want you to see Mrs bookkeeper um where they've all signed and initials that they understand this process okay okay um so she sees that we've one educated the employee now we're educating her okay and so in bold it says they can only make changes to their coverage if they have a qualified status change all right Mrs veper and those rules are set by the IRS and now if there is somebody that does come to you here's bullet point number three somebody that does come to you I'm switching here because I have incorrect information should an employee request to change in their policies during the plane plane year um please have them contact UM Keith Carr is it so let's go ahead and either put our G8 or our 80s names for my Augusta and Jacksonville offices that have admins I know sometimes you guys put your admin name there those are the people that like to handle those calls we want to make sure we have somebody that has some experience that knows how to handle calls where employees want to cancel okay and so um please have them contact Keith car at this telephone number or they can call call our office at and that's the W cross office which is 91228 32220 okay um so if you have any employees again call this number and we as the representatives will be able to verify whether or not that's a qualified status change and if so we'll then reach out to you and walk you through making those adjustments on the deductions at that point in time okay but Mrs bookkeeper it's really important that you let go ahead and send those requests or if you get any of those calls send them to us please because this process can benefit you in three ways okay and this right here um the three ways is uh the first is going to be less stressed so our licensed professionals can assess whether the employees have a qualified status change it's going to save you time Mrs bookkeeper because that doesn't uh it causes a lot well you already are taking time to enter these deductions in and so we want to be able to take the extra time off of your plate if anybody has any questions regarding their coverage and then the last most important thing Mrs bookkeeper is it helps keep you guys um ABC Construction in compliance with section 125 IRS rules okay and so right here um where everybody then signs at the bottom when we get her to sign okay so the Liberty National representative is going to sign their name first at the top left we put the franchise number date the bookkeeper signature guys sometimes it is very difficult for us to read that signature um and so you know if if you can like if it's totally not legible and they just scribble on it just write on there who is who we deliver those deductions we're delivered to okay and we should always be delivering it to the exact person that is taking these amounts and entering them into payroll if at any point in time that person is out sick or you are not putting these in that person's hands you hav't 100% delivered deduction okay so don't have to do something if you're going to leave it with somebody which we really shouldn't but if we do just because they're out sick then we need to make sure that we have a conversation with Miss actual bookkeeper that enters them into payroll Mrs bookkeeper Sally I want you to know I left those you were out sick I left them with your office manager Suzanne um and so she has those can you do me a favor and make sure she gets them or can you do me a favor and go to her if you don't have them um I just want to make sure she gave them to you oh yes she gave them to me last week okay perfect great I just want to make sure you have what you need to start the deductions into the March payroll do you have any questions on what she gave you okay sometimes you guys email you drop them off with somebody and then email them to that bookkeeper that may be out sick or the payroll company or an accountant okay and that's fine but I am asking that we pick up the phone and we call the person to ensure that they've either got them via email or that they got them from the person that they were left with which one I'm totally against but I understand we live in a real istic world and there are exceptional situations that cause us to have to do that okay and this is at that point in time if you do what I'm asking you to do now you're overc communicating and ensuring 100% that the deductions are delivered in the right hand to the right person ensuring that they are going to start on time okay so you give the copy to the what come or we keep the copy of the what comes next forms there usually like a a white and a gold copy um so we keep one they get one and we turn that into the agency directors and the quality manager which is myself either in Epic like I said or send them to me via text and so just to recap this process guys as we close here deductions just ensuring we inspect those deductions thoroughly using epic sales and the management report to ensure that the numbers on these salary Direction forms and spreadsheets are correct two scheduling a date to deliver the deductions and this is Big Time on scheduling a date and everybody let's go ahead and write this down please write it down this on the top of your what comes next form write this down what is the first payroll date in March 2024 what is the first day you're entering payroll deductions into payroll March 2024 that we need to know okay and then on the actual delivering deduction process when we're meeting with them we always want to do that before before they run payroll okay and that ensures that deductions start on time bills get paid on time commissions stay in your commission account you don't have any problems and guys that's how we maximize our pay through quality business on the Peril deduction process okay um I'm going to stop right there see if you guys have any questions before we conclude and I send out the recap on the zoom um and if there are any questions you have down in the future feel free to let me know but what questions do you guys have before we conclude our Zoom any questions anybody in the room have questions don't ask them all at once all right guys well I appreciate everybody's time I hope you guys have an awesome Friday blessed weekend and let's get to getting the deductions together so we can get them delivered on time by next Thursday February 29th y'all have a blessed weekend okay t