We welcome questions from prospective customers. We believe the more you compare Admiral to other payroll services, the more likely you will become one of our satisfied customers. We have provided answers to some common questions below. If you have any other questions, please do not hesitate to contact us. We look forward to talking to you.
1 What do your services cost?
Probably less than you think. Pricing depends on your payroll frequency (weekly, bi-weekly, semi-monthly, or monthly), number of employees and what services are provided. You’ll likely be surprised how cost effective our services are, especially for the service you receive. We will provide you a quote within 24 hours, unless we have to design a time and attendance system. In that case, you will have a quote in 2-3 days.
2 We currently use a large payroll company. Why should we consider a change?
Most clients we gain were using a large payroll company in the past. With Admiral, you have one point of contact (with at least one backup) for all your payroll and tax needs. Your assigned Payroll Specialist gets to know you and your account in detail. You do not call a main number and get the next available person. We are serious about Customer Service. We also do not use extensions. We answer our phone and direct you to your assigned Payroll Specialist. Whether you need to add an employee, terminate an employee, change a withholding, have a new tax rate, make a change to a tax return, or any other change, you still deal with the same person. We design our system to suit you.
Second, we don’t have shareholders to answer to every quarter. Therefore, our pricing is typically significantly lower than other full-service payroll processors.
Third, you will find we are far more flexible than other payroll processors. We take the time to understand how you do business so that we can recommend the system that best suits your needs and improves your productivity.
Fourth, our Payroll Specialists have a long tenure with Admiral. We hear many concerns about high turnover in other payroll service providers. We average over 9 years of service across our Payroll Specialists.
Admiral has a very high customer retention rate that is highest we know of in the industry.
Second, we don’t have shareholders to answer to every quarter. Therefore, our pricing is typically significantly lower than other full-service payroll processors.
Third, you will find we are far more flexible than other payroll processors. We take the time to understand how you do business so that we can recommend the system that best suits your needs and improves your productivity.
Fourth, our Payroll Specialists have a long tenure with Admiral. We hear many concerns about high turnover in other payroll service providers. We average over 9 years of service across our Payroll Specialists.
Admiral has a very high customer retention rate that is highest we know of in the industry.
3 My company and payroll is unique. Are you sure your company can do what we need?
Every company is somewhat unique but we have likely dealt with a similar situation with another client. We do have programmers in the very rare situation that your company has something we haven’t seen before. For example, some companies have employees track their time in their own industry-specific software. Payroll companies will require you to reenter this information into their payroll software. We create a means to simply upload your file into our system so you don’t have to enter the information again. We do everything we can to improve your productivity and take away busy work.
4 We do payroll in-house? Does it make sense for us to outsource?
There have been many studies done on outsourcing payroll vs. in-house processing of payroll. The conclusion of every study we have seen is that outsourcing is the most viable and cost-effective option for companies. However, we have recommended that some companies continue processing in-house in rare cases. Payroll processors are highly efficient and experts in tax filings, withholdings, and have more complex and superior software. The Payroll Specialists and payroll processors are aware of changing laws and how to apply them. If you make the effort to total all of the time you spend gathering payroll information, paying for and updating software, filing taxes, etc., you will likely find it is cheaper and more accurate to outsource to the right payroll service provider. Payroll processing is not a strategic skill of businesses and most want to focus on their business and not be expert in administrative tasks. However, the choice is yours and we welcome a discussion to see what approach best suits you
5 Are your services a la carte?
Yes. We have standard packages and also provide customized services, such as time and attendance systems, on a case by case basis. A quote will provide detail and total costs of services.
6 Does Admiral primarily work with large or small companies?
We value all clients. We have many one-person customers and have clients with up to 1,000 employees. Our clients are in various industries, including retail, construction, manufacturing, accounting, legal, chemicals, banks, and other many other services. Our limitation is that we cannot process payrolls for individuals or companies outside of the U.S.
7 What taxes do you withhold and remit?
In simple terms, all of the employment taxes will be remitted and we will file all of the appropriate returns. We file all federal and state employment tax returns for all clients. We can also withhold, remit, and file local income taxes for your employees. Some states have an occupational tax (or also called local services tax) and we can withhold and pay those taxes as well. We will work with you and do what makes the most sense.
8 Does it matter where our business is located?
Admiral clients are located in 46 different states and we even process local taxes for clients in all of those 46 states. With email, fax, mail (if needed), and the internet. You do not need to be close to us. We are located in an area with a low cost of living and are able to provide top-notch service regardless of your location. If your company is located in an area with a moderate or high cost of living, you will likely find the cost difference of local companies to be much higher than Admiral’s costs.
9 How soon, once I give the approval, can you start processing our payroll?
That depends on the conversion. If the information is available, a small company can have a payroll in a week. Large companies are typically 2-3 weeks from the time of approval until the first pay date.
10 How do I receive my payroll and checks?
Our standard practice is that we mail to you a copy of all the payroll reports, check stubs for all employees, and checks for those employees not on direct deposit. Some clients have opted to force all of their employees to be paid via direct deposit and not receive paper reports since they have immediate access to their reports, via the online system, whenever they need them. The client, in these cases, prints check stubs themselves and distributes to employees.
11 What different ways can I submit my payroll information?
There are many ways. Phone-In (you call us), Call (we call you), email, fax, and online are all acceptable. Whatever you choose as your standard approach is done on the payroll submission day which is generally two days before the pay date. If you are on vacation and need us to call you or you want to call us, no problem. We will suit your needs. We keep a calendar of your payroll so if you forget to submit your payroll we will reach out to you so that no payroll is ever missed.
12 Is your online system easy to use?
Our online payroll system is one of our strengths, since it is so easy to use and it is very flexible. We welcome the ability to provide you with a demonstration of our online system.
13 Is the data kept secure?
Absolutely. We use state-of-the-art security for all data with extremely secure encryption technology. Our information is stored both on-site and off-site. We make sure all clients receive the highest level of protection for the critical data.
14 What if there is a problem? How do I contact Admiral to get the problem resolved?
We are always a phone call away. We don’t use extensions or automated answering systems. When anyone is in the office, the phone is answered by a person and directed to your assigned Payroll Specialist. We take ownership of any problem, change or issue you have.
15 How do I convert to Admiral?
We lead the process. We have a conversion process that is very simple. We can accept prior payroll reports or files or handwritten information. We will walk you through the process that can be as short as one day. For large companies, we even create files that are uploaded into our system. Your assigned Payroll Specialist will do your conversion since they know the system best and will be servicing you long term. We don’t use salespeople who give incomplete information to a conversion department.
16 How does all of the company and employee information get loaded into your payroll system?
Our Payroll Specialists set up your company and load all company and employee information. You will be given reports to review. We run a “pre-process” on the first payroll and give you a day or two to review it. Any changes can be made before the payroll is submitted and finalized. We strive to make sure the first, and every, payroll is done right so your employees are satisfied.
17 Can my 401(k) or 403(b) be integrated with my payroll?
Most clients today now have a 401(k), 403(b), Simple IRA, SEP Plan, Profit Sharing, or some combination thereof. The Department of Labor recently issued new guidelines on timing requirements for making 401(k) and other retirement deposits. Third Party Administrators (TPAs) have interpreted these guidelines and instructed companies to deposit 401(k) monies deducted from employees’ pay within three days, preferably via ACH debit. We not only deduct the money from your employees’ paychecks, but we also deposit the 401(k) monies via ACH within the guideline period. You will not have to be involved in the process in any manner. We offer this integrated solution to ensure timely and accurate retirement deposits, including any employer match and we can also provide your TPA with employee census information, if requested.
18 What if I get a tax notice?
Tax authorities do make mistakes. Sometimes a withholding rate on an employment tax changes and you were not aware. Also, Admiral isn’t perfect (but we do provide you with a Tax Accuracy Guarantee). In these rare situations you learn whether or not your payroll service is a good partner. As an Admiral client, all you have to do is contact the same Payroll Specialist you already are working with and we will resolve the issue. We will do all of the investigation required and keep you informed. We do not require you to contact some other department and fight through bureaucracy. We are there when you need us.
19 How are payroll deductions handled?
We set up codes that automatically match all of your current deductions. We either remit the necessary payments or provide you specific reports that inform you how much is owed to each vendor. We are flexible and can set up the system that way you desire. You will have accurate and easy to use reports that are available in an instant.
20 Are you involved with Section 125 pre-tax Plans?
Yes. If you have an existing plan, we can take care of all the deductions and remittance. If you want to investigate setting up a plan, we can do that for you.
21 Do you handle union reporting?
We have many clients with unions. Each union has its own set of deductions, some more complex than others. We not only set up all the deductions to be automatically withheld, we also provide you a detailed report of the deductions (with summaries), we can remit the payments, and we can either provide a GL report by your GL account number or set up automated journal entries to save you time.
22 What if I hire a new employee?
We have a new employee form (one page) to add the employee to your company. It can be faxed, mailed, or emailed to us. We also make the necessary filing to ensure your company is in compliance with the New Hire Reporting Laws.
23 What if an employee quits or is terminated?
You just have to notify us – whatever manner you choose – and we will move the employee to inactive status. A W-2 will automatically be generated for the employee at the end of the year.
24 Can you track PTO (paid time off – vacation, sick time, etc.) for me and my employees?
Yes. Companies have many policies for paid time off, including how employees earn PTO. We can incorporate automatic calculations if you use a formula for how employees earn PTO. PTO balances will show on each employee’s check or check stub so they know their current balance.
25 Do you provide any type of General Ledger Report or have some way to automate journal entries?
The vast majority of companies we talk to get some type of payroll reports and then spend a significant amount of time each payroll period deciphering the reports to determine what journal entries to make into their accounting system. Whether using a third party payroll service or using payroll software, you receive standard reports that are not in a format that fits your system. We take a different approach. We learn your GL account numbers and either provide you a report of journal entries for each of your account numbers or, going a step further, you receive an executable file that automatically enters your journal entries each pay period.
26 Can I restrict access to various Employees who submit payroll?
Absolutely. You can select an Administrator who has full access and limit others however you choose. Many companies have employees who enter payroll but they do not want those people to have access to pay rate and salaried information. We can accommodate your needs.
27 Will I have access to prior period payroll reports?
You will have access to all of your prior payroll reports and tax returns for the entire period you are with Admiral. We do not purge data. You will have access to your company information when you need it. You will not have to search for your payroll reports. Instead, you will be able to use a system where you can access all prior period reports right from your own computer with a secure login and password.
28 Can I review my payroll before it is finalized?
Yes. Regardless how you provide the hours for each payroll period for your employees, a “pre-process” can be generated that allows you to review your entire payroll. Any changes can be made before the payroll is submitted in final form. You can typically review the pre-process as many times as you desire until it is submitted.
29 If our pay date is on Friday, when do we have to submit our payroll?
Most clients submit payroll two days prior to the pay date. This allows time to process the payroll and mail checks, if all employees are not on direct deposit.
30 We have a time and attendance system. Can we upload our file into your payroll system?
We have many clients with time and attendance management systems. Some systems generate payroll files in a csv, txt or excel format. We have been successful at being able to convert various files into a format that can be directly uploaded into our automated payroll processing software. This allows you to be an Admiral client and not have to enter payroll data each pay period. Our preference is to work with clients to provide them with one of the many systems we have available and then modify the time and attendance software to include all of the various rules and policies of the client. Early punch in rules, shift differential rules, and rules relating to which equipment each employee can use are examples of rules that can be programmed. Technology has provided dramatic improvements in time and attendance systems in the last few years and, if you are using an old system, a new system may provide you with substantial benefits.
31 Is your software going to be around for the long term?
Admiral’s software processes payroll for over 3 Million employees per year and is one of the five largest payroll processing software platforms in the U.S. We are not going anywhere and you can rely on us to be a partner for as long as you need us.
32 How long do you keep clients’ payroll data?
For as long as you utilize Admiral for your payroll needs, your prior payroll data will be available to you. This has become a common question because several large payroll companies only provide their customers with payroll information for the last six months. Why? So that you have to call them and be charged a fee to get what you need. Also, they save on storage costs.
33 Do you outsource overseas?
Absolutely not. All of the people associated with Admiral are employees of Admiral and work out of our office in the United States. Our payrolls are processed in our Pennsylvania office. We believe the trend of outsourcing payroll overseas jeopardizes the integrity of Clients’ data and we place far too much value on our own integrity to do so.
34 Can you provide references?
We welcome the opportunity to provide you references of our current clients but generally don’t provide them until a prospective client is in the decision-making process so as to not place a burden on our existing clients.
35 Do you handle any non-profit organizations?
Approximately 20% of our clients are some form of non-profit organization. We do not market directly to that segment but our satisfied non-profit clients have referred other non-profit organizations to us. In these difficult economic times, the non-profit organizations have been under pressure to save money and several have found Admiral and saved a significant amount on their payroll processing costs.
