EPITEC, a nationwide staffing firm with 1,500 consultants across 35 states, used ADP Workforce Now to manage multi-state payroll compliance, tailor onboarding for each client and support a distributed workforce. The platform helped the company stay current on changing laws and reporting requirements, including California pay data reporting, while giving consultants self-service access to payroll, benefits, tax and year-end documents. EPITEC also used the platform to track policy acknowledgements and benefited from responsive payroll support during open enrollment. The result was a smoother employee experience and less compliance risk for the HR team.
All of our customers require different paperwork and different requirements for onboarding. With ADP, we’re able to tailor our consultants’ onboarding experience to match the customer’s process. It’s made for a very smooth process for our people.
Lisa Heitzmann,
Senior Manager of Human Resources
EPITEC
| Challenge | ADP Capability | What We Did | Result |
|---|---|---|---|
| Complex multi-state payroll and compliance requirements across 35 states, including changing laws, reporting requirements and California’s separate payroll schedule. | ADP Workforce Now | Used ADP Workforce Now to centralize payroll and compliance management and stay ahead of new laws and reporting requirements across states. | EPITEC stays compliant across its footprint and no longer worries about missing employee or tax compliance requirements. |
| California-specific pay data reporting adds state-by-state reporting complexity to EPITEC’s payroll operation. | ADP Workforce Now | Generated the California pay data report in ADP Workforce Now and uploaded it to the California portal. | The reporting process is quick, straightforward and low-stress for EPITEC. |
| Each client requires different paperwork, compliance standards and onboarding steps, making it difficult to deliver a consistent onboarding experience for consultants. | ADP Workforce Now | Tailored each consultant’s onboarding experience in ADP Workforce Now to match the specific customer process and paperwork requirements. | EPITEC created a smooth onboarding process for consultants even when requirements vary by customer location. |
| Client policies can change after onboarding, creating an ongoing need to track new acknowledgements and ensure consultants complete them on time. | ADP Workforce Now | Used the ADP Workforce Now platform to track and confirm policy acknowledgements and remind consultants who had not completed new policy reviews. | EPITEC streamlined policy acknowledgement tracking across the employee lifecycle and improved follow-up on incomplete acknowledgements. |
| A distributed workforce across multiple states needs simple, centralized access to payroll, HR, benefits, tax and year-end information. | ADP Workforce Now | Enabled consultants to use ADP Workforce Now with the mobile app and dashboard quick links for self-service access on app and web. | Consultants can quickly access benefits, taxes, year-end documents and other HR information from one place. |
| As EPITEC grows, it needs responsive payroll and benefits support that can scale during high-demand periods such as open enrollment. | ADP Workforce Now | Provided chat, service requests, phone support, and a dedicated payroll support representative during open enrollment. | EPITEC gets fast responses, short hold times and dependable support during critical payroll and benefits periods. |
How can a staffing firm manage payroll compliance across many states without adding manual work?
A staffing firm can reduce manual compliance work by using a single platform that centralizes payroll processing, reporting and compliance updates across states. In EPITEC’s case, ADP Workforce Now supported payroll operations in 35 states, including California’s separate payroll schedule and other changing requirements. Lisa Heitzman said the platform helps the company stay compliant and removes the worry of missing new laws or reporting obligations. That kind of centralized approach matters for staffing firms because they often place workers in multiple jurisdictions at once. It can also help HR teams focus less on monitoring regulations manually and more on supporting the workforce.
How can staffing firms tailor onboarding for each client without building a brand-new process every time?
Staffing firms can tailor onboarding by using a configurable platform that adapts to each client’s paperwork and process requirements. EPITEC said every customer requires different onboarding documentation and standards, which makes consistency difficult without the right system. Using ADP Workforce Now, the company tailored each consultant’s onboarding experience to match the customer’s process. Lisa Heitzman said that flexibility created a very smooth process for their people. For staffing firms serving many client organizations, this kind of approach helps standardize administration behind the scenes while still meeting customer-specific requirements at the front end.
What changed for EPITEC after expanding its use of ADP Workforce Now?
EPITEC reported improvements in compliance confidence, onboarding flexibility, employee self-service access and support responsiveness after expanding its use of ADP Workforce Now. Lisa Heitzman said the company now relies heavily on the platform, describing it as a better employee experience that keeps the organization compliant and reduces worry about employee and tax compliance. The source also describes faster handling of California pay data reporting, smoother client-specific onboarding, and readily available information for consultants through the app and web. For firms with similar complexity, these outcomes show how a broader workforce management platform can support both HR operations and employee experience at scale.
