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Benefits Administration Software


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Kronos Workforce Ready logo
 
Workforce Ready is a cloud-based solution offering a variety of modules, that allows you to custom a system for employee data management. The solution offers a robust workflow engine and reporting, and also a mobile application.
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Workforce Ready is a cloud-based solution offering a variety of modules, that allows you to custom a system for employee data management. The solution offers a robust workflow engine and reporting, and also a mobile application.
 
ClearCompany HRM logo
 
We recommend ClearCompany HRM for organizations with 100 to 5,000 employees in a variety of different industries. This solution is a good fit for companies that want to improve recruitment, onboarding and new talent management.
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We recommend ClearCompany HRM for organizations with 100 to 5,000 employees in a variety of different industries. This solution is a good fit for companies that want to improve recruitment, onboarding and new talent management.
 
Ascentis logo
 
Ascentis is a full Human Capital Management suite. With its robust reporting and analytics tools, you can easily gain insight into employee benefits metrics to ensure your staff is enrolled in the proper benefits packages.
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Ascentis is a full Human Capital Management suite. With its robust reporting and analytics tools, you can easily gain insight into employee benefits metrics to ensure your staff is enrolled in the proper benefits packages.
 
APS logo
 

APS

With APS OnLine, payroll and benefits administration are closely integrated into one Web-based system. And because the system records information in one database, all your data is easily accessible across modules.
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With APS OnLine, payroll and benefits administration are closely integrated into one Web-based system. And because the system records information in one database, all your data is easily accessible across modules.
 
BambooHR logo
 
Designed specifically for small to medium sized businesses, BambooHR is an affordable way for companies to make the transition from tracking benefits in spreadsheets to an online HR software.
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Designed specifically for small to medium sized businesses, BambooHR is an affordable way for companies to make the transition from tracking benefits in spreadsheets to an online HR software.

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PayFocus logo
 
PayFocus is Online Payroll and HR software that gives businesses compliant tax processing, support, and the ability to manage HR tasks from one platform. The software also offers personnel tracking, on boarding, and more.  PayFocus... Read More
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PayFocus is Online Payroll and HR software that gives businesses compliant tax processing, support, and the ability to manage HR tasks from one platform. The software also offers personnel tracking, on boarding, and more.  PayFocus... Read More
 
RUN powered by ADP logo
 
RUN, powered by ADP, is a web-based payroll solution designed for small businesses. The solution can be deployed on either iPhones, iPads or on any touchscreen device. RUN can integrate with multiple third-party accounting software... Read More
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RUN, powered by ADP, is a web-based payroll solution designed for small businesses. The solution can be deployed on either iPhones, iPads or on any touchscreen device. RUN can integrate with multiple third-party accounting software... Read More
 
Sage Payroll logo
 
Sage offers web-based payroll solutions designed for small and midsized companies in many industries.  For companies with 10 employees and 5 departments or less, Sage Payroll Essentials is a straightforward platform can be accessed... Read More
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Sage offers web-based payroll solutions designed for small and midsized companies in many industries.  For companies with 10 employees and 5 departments or less, Sage Payroll Essentials is a straightforward platform can be accessed... Read More
 
ADP Workforce Now logo
 
ADP Workforce Now is a human capital management solution for companies with more than 50 employees. The core capabilities of the solution include human resources management, payroll, benefits, talent management, compliance, time and... Read More
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ADP Workforce Now is a human capital management solution for companies with more than 50 employees. The core capabilities of the solution include human resources management, payroll, benefits, talent management, compliance, time and... Read More
 
Paycor Perform logo
 
Paycor’s Perform is an integrated cloud-based software suite that offers functionality to encompasses the entire employee lifecycle - from recruiting and onboarding to time and attendance management. Collectively, the solution offers... Read More
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Paycor’s Perform is an integrated cloud-based software suite that offers functionality to encompasses the entire employee lifecycle - from recruiting and onboarding to time and attendance management. Collectively, the solution offers... Read More

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Namely logo
 
Namely is an excellent option for growing businesses seeking a way to more efficiently and accurately administer benefits to an expanding workforce.
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Namely is an excellent option for growing businesses seeking a way to more efficiently and accurately administer benefits to an expanding workforce.
 
Vibe HCM logo
 
Vibe HCM offers payroll and benefits administration in an easy-to-implement Web-based deployment model. Users can customize the product to fit their organization's needs and specifications.
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Vibe HCM offers payroll and benefits administration in an easy-to-implement Web-based deployment model. Users can customize the product to fit their organization's needs and specifications.
 
Asure People Success Platform logo
 
Drawing from 20 years of experience serving more than 4,500 companies, the Asure People Success Platform is a suitable option for small to midsize businesses, as well as enterprise corporations. Asure People Success includes modules... Read More
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Drawing from 20 years of experience serving more than 4,500 companies, the Asure People Success Platform is a suitable option for small to midsize businesses, as well as enterprise corporations. Asure People Success includes modules... Read More
 
UltiPro logo
 
UltiPro offers benefits administration as part of a Web-based unified talent management suite, allowing HR professionals to efficiently track and manage all employee benefits in one place.
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UltiPro offers benefits administration as part of a Web-based unified talent management suite, allowing HR professionals to efficiently track and manage all employee benefits in one place.
 
ECI Empower logo
 
ECI's human capital management (HCM) product is a unified SaaS, cloud-based solution for managing all aspects of employee administration, from pre-hire to retire. ECI is a single-source, real-time system that aims to eliminate manual... Read More
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ECI's human capital management (HCM) product is a unified SaaS, cloud-based solution for managing all aspects of employee administration, from pre-hire to retire. ECI is a single-source, real-time system that aims to eliminate manual... Read More

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Epicor HCM logo
 
Epicor HCM is a global HRMS offering integrated talent management and human capital management solutions. These applications provide intuitive and adaptive HR functionality for core HR processes, as well as additional modules for Performance... Read More
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Epicor HCM is a global HRMS offering integrated talent management and human capital management solutions. These applications provide intuitive and adaptive HR functionality for core HR processes, as well as additional modules for Performance... Read More
 
Collage logo
 
Collage HR is an all-in-one HR and benefits platform. The system is suitable for small to mid-size companies in a variety of industries including accounting, construction, healthcare/medical, non-profit, real estate, retail, and software/technology. Key... Read More
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Collage HR is an all-in-one HR and benefits platform. The system is suitable for small to mid-size companies in a variety of industries including accounting, construction, healthcare/medical, non-profit, real estate, retail, and software/technology. Key... Read More
 
iManage by Corporate Business Solutions logo
 
iManage by Corporate Business Solutions is a full-featured HR solution that was designed to improve the organization of a human resources department. The software is best suited for mid-sized to enterprise-level businesses looking... Read More
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iManage by Corporate Business Solutions is a full-featured HR solution that was designed to improve the organization of a human resources department. The software is best suited for mid-sized to enterprise-level businesses looking... Read More
 
Sage People (formerly Fairsail HRIS) logo
 
Sage People enables mid-sized to enterprise companies to manage their workforces through its cloud HCM system. It allows organizations to transform how they acquire, engage, manage and develop their people, from a local to multinational... Read More
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Sage People enables mid-sized to enterprise companies to manage their workforces through its cloud HCM system. It allows organizations to transform how they acquire, engage, manage and develop their people, from a local to multinational... Read More
 
Triton HR logo
 
Industry leader Triton HR offers small to mid-sized companies a cutting-edge, end-to-end HR solution that seamlessly integrates payroll services, employee benefits, and core HR applications into a single, user-friendly system. Using... Read More
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Industry leader Triton HR offers small to mid-sized companies a cutting-edge, end-to-end HR solution that seamlessly integrates payroll services, employee benefits, and core HR applications into a single, user-friendly system. Using... Read More

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Buyer's Guide

by Brian Westfall,
Market Research Associate
Last Updated: July 21, 2017


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
How Are Benefits Administration Systems Priced?
Web-Based vs. On-Premise Deployment
Best Software Evaluation Tactics

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.
Compensation statements 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
cloud preference by industry

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
Total Cost of Ownership Calculator

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.

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