About
EPAY Systems is a comprehensive Human Capital Management (HCM) solution designed specifically for businesses operating in highly regulated and labor-intensive industries such as cannabis and agriculture. The platform addresses the unique challenges of managing complex workforces by combining time and attendance tracking, payroll management, HR processes, and benefits administration into a single, integrated cloud-based system. EPAY's time and attendance module supports multiple tracking methods including mobile, telephone, online, and biometric time clocks, making it adaptable to diverse work environments. Its payroll management service handles tax filing, garnishment and levy compliance, paycards, and on-demand pay, significantly reducing administrative overhead. The HR management suite covers the entire employee lifecycle — from recruiting and applicant tracking through onboarding, performance management, and learning management. The platform also offers robust benefits administration tools, including COBRA and ACA compliance support, helping HR teams manage benefit programs without added complexity. EPAY's HCM Analytics capabilities provide deep visibility into labor data, enabling proactive workforce decisions and cost forecasting. Hosted on a private cloud with company-owned hardware and SQL servers, EPAY emphasizes strong security and infrastructure. It is ideal for mid-to-large enterprises in regulated industries that need flexible, compliant, and data-driven workforce management.
Key Features
- Cloud-Based Time & Attendance: Supports mobile, telephone, online, and biometric time tracking to accommodate any work environment and reduce labor costs by up to 5%.
- Comprehensive Payroll Management: Handles payroll processing, tax filing, garnishment compliance, paycards, and on-demand pay, cutting administrative work in half.
- End-to-End HR Management: Covers the full employee lifecycle including recruiting, applicant tracking, onboarding, performance management, and a learning management system.
- Benefits Administration: Simplifies management of employee benefit plans with built-in COBRA and ACA compliance support to minimize regulatory risk.
- HCM Analytics & Labor Reporting: Delivers real-time visibility into workforce data, enabling proactive labor cost forecasting and informed management decisions.
Use Cases
- A cannabis dispensary chain manages shift-based employee time tracking and payroll across multiple locations while staying compliant with state labor laws.
- An agricultural employer tracks field worker hours via mobile and biometric devices and automates payroll processing for a large seasonal workforce.
- An HR team streamlines new hire onboarding, benefits enrollment, and performance reviews through a single integrated platform.
- A workforce manager uses HCM analytics to forecast labor costs over the next 30–90 days and identify opportunities to reduce overhead without impacting operations.
- A mid-sized enterprise automates ACA reporting and COBRA administration to reduce compliance risk and free up HR staff for strategic initiatives.
Pros
- Industry-Specific Design: Purpose-built for highly regulated, labor-intensive industries like cannabis and agriculture, addressing compliance and complexity out of the box.
- Unified HCM Platform: Consolidates time tracking, payroll, HR, and benefits into one system, reducing the need for multiple disconnected tools.
- Strong Compliance Support: Keeps businesses compliant with evolving labor laws, tax rules, ACA, and COBRA regulations automatically.
- Private Cloud Security: Data is hosted on EPAY-owned hardware and private cloud infrastructure, offering enhanced security compared to shared cloud solutions.
Cons
- Enterprise-Focused Pricing: Designed for mid-to-large organizations; pricing and complexity may not be suitable for small businesses or startups.
- No Transparent Public Pricing: Pricing is not publicly listed; prospective customers must request a demo, making cost evaluation difficult upfront.
- Niche Industry Focus: While powerful for cannabis and agriculture, it may offer fewer tailored features for businesses outside these specific industries.
Frequently Asked Questions
What industries does EPAY Systems serve?
EPAY Systems is specifically designed for complex labor industries including cannabis, agriculture, staffing, and other regulated sectors with large or distributed workforces.
What time tracking methods does EPAY support?
EPAY supports mobile time tracking, telephone time tracking, online time tracking, and biometric time clocks (including the T16 and S18 portable biometric models).
Does EPAY handle payroll tax filing?
Yes, EPAY's payroll management service includes comprehensive tax filing, garnishment and levy compliance, and support for paycards and on-demand pay.
Is EPAY Systems cloud-based?
Yes, EPAY is hosted on a private cloud with hardware and SQL servers owned and managed by EPAY Systems, ensuring security and reliability.
Can EPAY help with ACA and COBRA compliance?
Yes, EPAY's benefits administration module includes built-in ACA and COBRA compliance tools to help HR teams manage benefits without added regulatory risk.
