FAQ

FAQ

Live Receptionist and Meeting Room Services

What are live minutes?

Live minutes consist of the time it takes for your receptionist to answer and successfully transfer your incoming call. We begin counting live minutes the moment your receptionist answers the phone, and stop the minute the call is transferred. Live minutes are counted to the second, which means we do not round up to the nearest minute. Also, unlike most live receptionist services, Office Pioneer does not count minutes used during voice-mail or auto-attendant.

Are there any additional costs?

All live receptionist packages require a one-time, $75 set-up fee. This fee will be automatically billed to your account following completion of your 30-day free trial.

Can I use the address you provide for business licensing?

While some industries/cities have special requirements, Office Pioneer clients typically have no problems using our addresses for business registration. Most of our business centers will hang your business license at their location.

Can I use my existing phone number?

Each Live Receptionist package comes with either one local or one toll-free phone number, but you are welcome to have your existing number forwarded to the number we provide you.

What if I exceed my minutes?

If you’d like, Office Pioneer will retro-actively upgrade your monthly plan to avoid overage charges should you exceed your limit. Otherwise, the overage fee is 1.5 cents per second.

Do you require a long-term commitment?

No. Our services are month-to-month. We only require a 30 day notice of termination.

How does Office Pioneer handle my scheduling?

You simply provide us access to your online schedule, such as Google Calendar or Outlook, and your receptionist will input events/meetings according to your specifications as they occur. Also, all new appointments as well as call history and call notes can be viewed in your online web portal, included with all Live Receptionist packages.

How long does it take to get set-up?

Once the order is placed whether online or over the phone, we can typically have an account up and running within 48 hours.

What methods of payment do you accept?

We accept all major credit/debit cards. Unfortunately, we do not accept cash or check payments.

How does my receptionist process orders for me?

Your receptionist can process orders however you want. Most clients simply have their receptionist place orders through their website, which our receptionists have instant access to once a call from your business comes in. We can also email orders directly to you, or take a message for you or your sales team to call back.

Do calls from solicitors count against my live minutes?

No. Our receptionists have a robust screening procedure which eliminates nearly all solicitation calls.

Can I rent a conference room for a single use?

Yes, nearly all our business centers offer conference rooms and day offices for an affordable hourly rate.

Online Bookkeeping Services

How will I obtain access to my accounting material?

Office Pioneer is its own Application Service Provider (ASP) which hosts your bookkeeping software and data files. At any time from any Internet accessible computer you can use your password to access your accounting records. They are always up to date and always accurate. This is the same procedure and technology your bank, medical record keepers, and the IRS use to access and process information. It is secure and it is dependable with 100% back-up running in real time. (Security)

Can other people access my data?

No one can have access to your data without your company’s express permission. Our ASP goes to extraordinary lengths when it comes to security measures. Office Pioneer can offer greater security than many companies with in-house software and hardware. Your data is backed up on a real time basis to a secure offsite backup facility. Also, the facility’s power supply is hooked up to backup generators to protect against power failures. How many of us with computers in our offices have this type of system and security? Security measures are taken to make sure that your information is protected. Each company’s data is password-protected. You create your own passwords, so no one (not even the ASP employees) can see or have access to your password. As your data travels over the Internet, it is protected by a technology called Secure Sockets Layer or SSL encryption. SSL ensures that your data makes it to your location before it can be decoded. For added security, your company needs to make sure your browser supports 128-bit encryption. This level of encryption is the highest currently supported by consumer Web browsers. Be sure you are also using the latest version of your Web browser, as enhancements have probably been made since you last upgraded. (Security.)

What about security ?

Office Pioneer uses the same level of encryption that a major bank, such as CitiBank and Wells Fargo, uses. You can be assured that you and only you are privy to your most important data. (Security.)

What software can I use?

Office Pioneer works with a variety of software packages such as QuickBooks®, MYOB®, and Peachtree®. There are also several Internet-based accounting packages, such as ePeachtree®, Net Ledger® and QuickBooks® for the web. With these options you are not required to purchase any software or software licenses. You simply rent these application packages from the vendors on a month-to-month basis. There are several Application Service Providers that will host an application for you. At Office Pioneer we host your accounting file ourselves. With any ASP you must still purchase the license for the software you use. The link to the ASP is set up on your system. You are then able to access the software and your data from any computer with an Internet connection.

Do I have to leave my current accountant?

Of course not. We are offering to take away your bookkeeping headaches. Your current accountant will be grateful for accurate data that they can really use to help you build more wealth. But if you’d like, we would be glad to talk to you about providing business and individual tax preparation services. Office Pioneer is prepared to be a one-stop solution for all your financial and virtual office needs.

What will it cost ?

Actually less then what you’re spending now. First, we are most likely going to charge less than your current payroll for that staff person. Moreover, you will be able to save hiring and training costs. You will also no longer have to pay for rent, phone lines, or benefits. Best of all, you will NOT have to manage the bookkeeper. For a no-obligation, personalized quote, contact us at 1-877-70-ASSIST.

Does Office Pioneer provide audit and tax services?

Our services are comprehensive and can include all required federal and state tax filings. However, Office Pioneer does not perform audits, reviews, and compilations or provide opinions on your financial statements. We consider ourselves to be an extension of your company and work on your behalf to provide assistance to you and your outside auditors, should an audit be required.

Online Payroll

What’s special about Office Pioneer’s payroll service?

It's the simplest, most reliable and economical payroll service available today. Our payroll offering is the first payroll service to fully leverage the Internet for every aspect of the payroll process, saving time for both the employer and employees. The end result? You can process your payroll in a fraction of the time, at a fraction of the cost, of your current method. In fact, most payrolls can be processed in under 5 minutes.

What advantages does your payroll service offer my employees?

With our payroll service, employees are now in control of their compensation and benefits to a degree never before possible. For example, they don't even have to be in the office on payday. With direct deposit and our secure Web site, they can go online anywhere to print their pay stubs and review their complete payroll history.

Do I have to give up control of my Payroll?

Absolutely not. In fact, you retain "hands-on" control of the major aspects of distributing and processing payroll without the hassles. With our payroll service, you no longer have to depend on courier services, third- party data handlers, or employees whereabouts on payday.

How does the process work?

It's quite simple. Enter your payroll information once at our secure Web site (or call/fax us, and we'll do it for you). Tax and other deductions are calculated, and deposits are automatically made for you. From then on, completing each payroll is no more than a few clicks away. Employees are paid by direct deposit and receive e-mail notifications to go to a password protected Web site to view their pay stub.

Do you handle my taxes?

Office Pioneer automatically calculates, deducts, pays and files all taxes including federal, state and local. Once you enter your payroll data, we'll handle the tax calculations, deductions and filings. We then deposit them into the appropriate government accounts. It's that simple

Is Office Pioneer’s payroll service complicated?

It's easy to set up and practically effortless to operate. Start Simple(TM), our turnkey Internet set-up system, will walk you through every step of the process online. Once you're set up, that's it. All you need is your web browser and an Internet connection. Then, all it takes is a few clicks of your mouse and your payroll is done. Just think, now you can process your payroll in under 5 minutes -- and move on to other business!

Do I need extra software or equipment?

No. All you need is a web browser and an Internet connection, and you're in business. That's it! There is no software to install, upgrade or maintain.

Is Office Pioneer accurate?

Yes. In fact, it's guaranteed accurate. We guarantee that you will never incur an IRS penalty, assuming you provide accurate information. We also guarantee your complete satisfaction. If you're not satisfied with any aspect of Office Pioneer, you can cancel your service anytime. You are not locked into a long term contract.

How much does Office Pioneer’s payroll service cost?

Traditional payroll service bureaus will charge you twice as much as [YOUR COMPANY NAME HERE]. We offer a simple fee structure with no hidden charges ... and no costly add ons.

How can you offer this service with such low rates?

We leverage the power of the Internet. We have cut out the traditional costs associated with processing payroll: checks, pay stubs and reports are now delivered electronically instead of physically. We pass these savings on to you.

What about reliability and security?

Reliability and security are top priorities. We protect your data with the same care a bank uses to protect its deposits. Your data is secured behind Kevlar-lined walls, bulletproof glass and 24-hour security guards. All data transactions are authenticated by VeriSignTM -- the leader in e-commerce security -- and our Web site is secured with 128-bit encryption, a secure socket layer and Microsoft cluster redundant architecture.

How do I sign up for Office Pioneer?

It’s easy. Call us at 1-877-70-ASSIST. We’ll have you up and running immediately.

What if I need help or have questions?

You can reach our customer support team by phone at 1-800-216-9522 or by email at help@runpayroll.com. They can give you the answers you need quickly.

When are monies for quarterly taxes deducted?

All funds for a current payroll, including tax liabilities, are deducted one day prior to the pay date.

Can we have more than one contact person?

Yes. Our payroll service allows your organization to have multiple contacts. Typically a company will identify a Payroll Administrator (responsible for running payroll) and a Payroll Approver (responsible for final payroll approval). These individuals can be identified during the Start Simple(TM) enrollment process. You may call Customer Service at 1-800-216-9522 for assistance, or send an email with your request to help@runpayroll.com.

Can the pay calendar be adjusted?

Yes. You can move the pay date for a particular payroll or to change your entire payroll calendar. You can contact Customer Service at 1-800-216-9522 for assistance, or send an email with your request to help@runpayroll.com.

What documentation is needed for you to process my payroll?

Federal regulations require that Office Pioneer receive complete and signed documentation before we can begin processing payroll. Documents needed include: 1) Payroll Services EFT Agreement; 2) State Power of Attorney (some may need to be notarized); 3) Tax Information Authorization; 4) Proof of Prior Balances (or most recent QTD/YTD reports). Additionally, we request that you provide the following information shortly after being set-up as a customer: 1) Copies of quarterly and annual returns; 2) Tax deposit coupons; 3) Copies of State Registrations; 4) SUI Rate Change Notice. These documents will help facilitate future tax filings and payments. If you have any questions, please call Customer Service at 1-800-216-9522 for assistance, or send an email with your request to help@runpayroll.com.

Will Office Pioneer process payroll tax filings for a previous quarter or year?

We will only process payroll tax filings for the periods in which our services were used. Since we file and pay taxes on a current basis, there will never be a need for us to file or pay taxes for a previous quarter or year.

Can I submit pay adjustments for employees that are separate from their salary?

Yes. Within our Employee Payroll Data screen you may make adjustments to pay whether they are additional pay adjustment or one-time deductions. If you need further assistance, please call Customer Service at 1-800-216-9522, or send an email to help@runpayroll.com.

Can I track employees’ hours/salaries to different departments?

Yes. We can handle a range of job classifications levels that allows you to report payroll information for different departments, divisions and/or locations. This enables you to get a handle on labor expense allocations.

What reports are available to me?

Payroll Preview Report allows the Administrator and/or Approver to view the entire payroll before it is processed. Employee Level Paycheck Preview Report provides complete earnings, taxes and deductions information by employee before the payroll is processed Payroll Summary details complete earnings, taxes and deductions for each past payroll. Benefits Report outlines the amount of paid time off (i.e. vacation/sick/personal) each employee has earned/used for Period-to-Date AND Year-to-Date. Department Summary Report provides at-a-glance review of employee costs by department, division and/or location. Department Detailed Report provides detailed department costs broken down by employee. Other reports are being evaluated and prioritized for development based on customer input. If you have a specific report you would like to see, please call Customer Service at 1-800-216-9522, or send an email with your request to help@runpayroll.com.

Can my completed payroll data be directly exported into Excel/Quicken/QuickBooks?

No. Currently direct data exports are not available. Click here for suggestions of how to use Office Pioneer data in QuickBooks.

Will Office Pioneer help me track and accrue vacation, sick, and/or personal days?

Yes. Within the Employee Information screen, you will be able to adjust the rate at which each employee earns paid time off such as vacation, sick and personal time. You also have the ability to set a maximum number of accrued days per employee.

Can an employee receive multiple pay stubs or paychecks within the same pay cycle?

Yes. This feature may be accessed from the Payroll Entry screen.

Can we process a separate pay run in addition to the scheduled pay cycle?

Yes. This feature may be accessed from the Payroll Entry screen.

Can paychecks be reprinted if necessary? Will that affect the check number sequence?

Yes. If your printer jams when printing a paycheck, or if the paycheck becomes smudged or illegible during printing, you may reprint the check. Our system prompts you to re-enter the check number if there is a printing error. Therefore, your check number sequence will not be affected. Don't forget to void and/or destroy the original misprinted piece of paper.

How do I obtain an Employer Identification Number (EIN)?

You can submit an application for a federal Employer Identification Number Form (SS-4) to the Internal Revenue Service. You may apply for and Federal EIN number by phone, fax or mail. Complete the SS-4 form and then follow the application instructions to apply. Call 1-800-829-1040 for more information.

How can I use data from Office Pioneer in my QuickBooks accounting software?

There are many ways you can use Office Pioneer data in your QuickBooks accounting software. We recommend using your Payroll Preview from [YOUR COMPANY NAME HERE], and following these simple steps. 1- Go to your Checkbook Register within QuickBooks 2- Create a check for a vendor called "Payroll Expense" - In the "Date" field, enter the payroll date - In the "Number Type" field, enter EFT (for Electronic Funds Transfer) - In the "Account" field, enter "Payroll Expense" - In the "Payment" field, enter the actual dollar amount shown as the Amount Electronically Transmitted on your Payroll Preview. 3- If you need to print paychecks for employees, we suggest recording these as separate checks within QuickBooks. 4- If your employees are reimbursed for their expenses within their paycheck, we recommend using the "splits" function to record the specific expense type and amount.

How can I order check stock to print paychecks with Office Pioneer’s payroll service?

You can order Pre-Printed Laser Check Stock from Deluxe Checks at 1-800-336-4168 or Order Online. Product Number: 081064 Priority Code: K06543

Can I run payroll for employees outside of the United States?

Currently, Office Pioneer only process payroll for employees in the US, Puerto Rico, Guam and the Virgin Islands. We do not adhere to foreign tax table that would enable us to process payroll in other countries.