Recommendations: Sorts listings by the number of recommendations our advisors have made over the past 30 days. Our advisors assess buyers’ needs for free and only recommend products that meet buyers’ needs. Vendors pay Software Advice for these referrals. Reviews: Sorts listings by the number of user reviews we have published, greatest to least. Sponsored: Sorts listings by software vendors running active bidding campaigns, from the highest to lowest bid. Vendors who have paid for placement have a ‘Visit Website’ button, whereas unpaid vendors have a ‘Learn More’ button. Avg Rating: Sorts listings by overall star rating based on user reviews, highest to lowest. A to Z: Sorts listings by product name from A to Z.
PLEXIS Payer Platforms is on-premise and cloud-based solution designed to help small to large businesses manage all processes related to benefits administration and claims management. It comes with a self-service health care porta...Read more
Designed for global workforces, Remote is a complete HR solution that enables businesses of all sizes to onboard, pay, and manage remote employees from anywhere. Remote can manage remote workforces around the work with a global ne...Read more
Deel is a cloud-based payroll and compliance software that simplifies international hiring for businesses of all sizes. With automated onboarding, payroll, and compliance, companies can hire anyone, anywhere in just a few minutes....Read more
Papaya Global is an end-to-end people and payroll management solution for global enterprises. It can be used to manage all employee types, including domestic and foreign contractors. Papaya Global can automate payroll processing i...Read more
Vista is an integrated human resource, benefits, payroll, recruiting and self-service application that offers tools for administrative HCM and payroll processes.
Functional elements include workflow, tax management, recruit...Read more
The Arcoro human resources (HR) management solution is the bridge to better HR. With over 10,000 customers and 360,000 daily users in 20 countries around the world, Arcoro offers configurable, easy-to-use, cloud-based HR software ...Read more
BambooHR offers small and growing companies a human resource information system (HRIS) that includes an applicant tracking system (ATS), time tracking, payroll processing, employee engagement and employee satisfaction tools, autom...Read more
OrangeHRM offers a scalable HRM solution for small and midsize businesses, that helps them to encompass the entire employment lifecycle, from onboarding to termination.
OrangeHRM includes a full suite of applications for comp...Read more
UKG Ready is a flexible and seamless HR solution that provides a connected people experience to easily manage the entire employee journey, from a single solution. Designed for flexibility and ease of use, UKG Ready combines the po...Read more
HRSoft's applicant tracking system (ATS) is a great fit for mid-sized businesses that want to maximize the efficiency and effective of their recruiting and hiring processes. This web-based system improves the candidate experience....Read more
Workday HCM assists global businesses of all sizes in a variety of industry verticals with workforce planning, analysis, and execution. Workday delivers user and administrative tools across financials, HR, planning, talent, payrol...Read more
isolved is an employee experience leader, providing intuitive, people-first HCM technology. Their solutions are delivered directly or through their partner network to more than five million employees and 145,000 employers — who us...Read more
HCM Without Compromise.
Criterion provides human capital management (HCM) software for midmarket organizations, helping organizations in construction, financial services, nonprofits and higher education streamline their critical ...Read more
SyncHR is a single-source core human resources (HR), payroll and benefits solution with one data model to support the entire system. The cloud-based design allows SyncHR to provide a real-time solution across functional areas with...Read more
BiznusSoft HR (formerly HRMSSoft) is a cloud-based human capital management system suitable for companies of all sizes. It includes a suite of integrated human resource modules offering benefits management, recruiting, performance...Read more
Workzoom is the all-in-one Workforce, Payroll and Talent solution that consolidates and automates your people management. Bring your whole team together with a centralized hub for accessing personal information, company updates an...Read more
Zenefits is an all-encompassing HR SaaS platform designed specifically for small to midsize businesses. The Zenefits People Platform includes a robust offering spanning HR, Benefits, Payroll, Well-being and Performance apps that c...Read more
APS has a mission: to make payroll and HR easier. They have been providing payroll and tax compliance services to companies since 1996. In 2004, APS released its cloud-based solution for workforce management.
APS delivers a sing...Read more
People are complex, but your HR solution shouldn’t be. Namely gives you the resources to make your life easier and your employees happier. With modern, intuitive technology and a world-class team of HR experts, Namely empowers peo...Read more
Paycor creates Human Capital Management (HCM) software for leaders who want to make a difference. Our HCM platform modernizes every aspect of people management, from the way you recruit, onboard and develop people, to the way you ...Read more
Benefits administration software is a type of software that helps organizations manage benefits provided to employees, such as 401(k) retirement plans, health insurance, and paid time off. The software allows users to monitor company expenses into employee welfare, create benefits programs for new employees, and liaise with suppliers that provide retirement and insurance services.
Benefits administration is one of the core responsibilities of any human resources (HR) department, involving the management of employee benefits—for example, tracking paid time off and overseeing employee health insurance and 401ks.
Generally, benefits administration is included within a broader suite of HR applications—for example, payroll, time and attendance and performance-review modules. While many small businesses currently manage employee benefits (and other HR processes) using manual methods, such as spreadsheets and email, software is also available to streamline the process. In fact, there are a plethora of vendors offering applications designed specifically to help HR professionals carry out these tasks more efficiently.
We created this guide to help you determine which benefits administration solutions are best for your organization. Here’s what we’ll cover:
Common Features of Benefits Administration Software
Benefits administration involves keeping track of different providers and plans—from 401ks to health and dental insurance. As paying for these benefits is often a large expense for companies, carefully monitoring expenditures, as well as which employees are signed up for what plan, becomes crucial if employers are to stay within their budgets.
While organizing this data in spreadsheets may be feasible for very small businesses with fewer than 10 employees, administering benefits can quickly become a complicated process if it isn’t properly organized. Plus, benefits administration software not only helps businesses monitor their expenses, it also allows employees themselves to view and alter their benefits elections.
This type of software application may include some or all of the following capabilities:
Online benefits enrollment
Allows employees to enroll in benefits such as health care and 401K online.
Employee benefits administration
Enables HR to easily manage all employee benefits in a centralized location.
Affordable Care Act reporting
Allows organizations to ensure compliance with the ACA and file all necessary paperwork and reports.
Allows organizations to show employees the value of their package of benefits.
Other benefits include:
Integrate benefits package providers into one easy-to-manage place.
Run reports and analyses.
Initiate and manage open enrollment.
Use self-service portals to allow employees to change their elections as they experience life events.
How Are Benefits Administration Systems Priced?
Because benefits enrollment solutions are generally sold as an application for part of a larger HR software suite—which will often include applications for applicant tracking, payroll and performance reviews—the pricing for this type of solution is similar across the greater HR market.
First, it’s important to understand how benefits management systems can be deployed. There are two types of deployment model available: on-premise and Web-based.
With on-premise deployment, the business hosts the software on its own servers (which are usually located on its own premises). With Web-based deployment, however, businesses don’t need to install the software on local hardware. Instead, the software is hosted on remote, third-party servers, and is accessible through the Web browser of any device with an Internet connection. (More on this below.)
Generally, these systems are priced one of two ways: through a perpetual license, for on-premise systems (generally, in the form of an upfront cost to own the software and use it on an ongoing basis), or with a monthly subscription fee, for Web-based systems. Whichever model you choose, as a general rule, as you add more (and more advanced) features and functionality, the cost of the system will increase correspondingly.
Web-Based vs. On-Premise Deployment
While cost is one factor when considering what type of deployment method your company should choose, there are several others as well. In fact, the HR software market has been an early adopter of the Web-based deployment method due to three key reasons: cost, convenience and security.
Cloud Deployment Preference by Industry, 2008-2014
Many small businesses prefer to go with a Web-based deployment method, as the upfront costs for this type of deployment are considerably less—which is often a crucial determinant for small to medium-sized companies that may not have the necessary capital to cover the upfront costs of an on-premise system.
However, as you can see below, the pricing models for the two types of deployment converge over time. (If you’d like to see a detailed estimate for your business, visit our Total Cost of Ownership Calculator.)
Web-Based vs. On-Premise Deployment Costs
There is also the convenience factor. When it comes to benefits administration and payroll, many buyers specifically request an employee self-service feature. This feature allows employees and managers to log in to the system in order to check the status of their benefits—for example, how many days of paid time off they have accrued—without needing to go through the HR department. With a Web-based system, employees and managers can log in from any device with an Internet connection, meaning they don't need to physically be in the office. This saves HR administrators and small-business owners time, allowing them to focus on other duties.
Finally, as benefits administration involves sensitive employee information, many employers choose Web-based deployment for security reasons. Web-based deployment is actually more secure for most small businesses, as software vendors will invest more heavily in server and data protection than what many small businesses could afford to invest themselves. Because the companies that host the software generally have many layers of data security and encryption, employees’ sensitive information is actually more secure than if it were hosted on-premise.
Best Software Evaluation Tactics
Deciding which type of benefits administration system to purchase can be an overwhelming prospect, given the number of products on the market. However, there are tactics your company can employ to ease and improve this process.
We recently surveyed software buyers across various industries to determine which selection tactics are the most effective. From this analysis, we discovered that the top methods for evaluating software include: checking vendor references; having an attorney review your license or subscription agreement; assessing the vendor’s financial viability; and preparing a request for proposal (RFP) or request for information (RFI).
To help buyers visualize the data from the survey, we created a quadrant that plots each tactic along two axes: one measuring the method’s correlation to high satisfaction, and the other showing its impact on the outcome of the project (in other words, showing how different the results were between people who did and didn’t apply each tactic).
By employing tactics in the “most effective” quadrant (and avoiding those in the “least effective” one), your company can streamline its software selection process and ensure you choose a system that best addresses your team’s needs.