Businesses and unions are required by federal law, most notably the Taft-Hartley Act, to maintain a wide spectrum of documents relating to labor-management relations. Both sides face regulatory requirements and risk fines and other consequences for failing to do so. Datamation has spent 20 years working with businesses and labor unions to maintain compliance, providing streamlined document management services.
Datamation consultants work with fund administrators, business managers and trustees to expertly analyze your organization’s information capture needs. We will design a customized imaging, document management and workflow solution. We will seamlessly integrate this solution with your current systems to drive productivity and efficiency for all. Our services include image-enabling the software you use today, implementing electronic forms, utilizing optical character and document recognition technology (OCR/ICR/IDR), and utilizing Software as a Service (SaaS)—all without the heavy capital expenditures and IT burdens so common in the market today.
It’s important to understand how Taft-Hartley works before you implement an automated workflow solution to address compliance. The federal law governs the power and influence of labor unions.
• Unions cannot force employees to be a member.
• Unions cannot force an employer to discriminate against non-union employees.
• Unions cannot refuse to bargain collectively
• Unions cannot organize secondary boycotts of businesses not directly party to collective bargaining.
• Unions cannot charge excessive or discriminatory fees to members.
• Unions cannot force an employer to charge for work that is not performed.
In order to ensure compliance, there are several types of documents you need to preserve and provide upon request. There are practical and legal consequences if you are not able to abide by those regulations in a timely manner. Practically, you don’t want to waste time digging through boxes in storage. Legally, if you cannot produce documentation relating to Taft-Hartley and other federal labor laws, you can be subject to fines and other repercussions from the National Labor Relations Board. Your business needs to track pension fund contributions, fund files, quarterly reports and union membership waivers, to name but a few. In some instances, these documents can date back decades and in paper form can be easily lost or destroyed.
Another central part of federal labor law compliance is the proper documentation of pension funds. Datamation will work with you to determine the information your organization needs to capture and process, from old records going back to the inception of your fund to new incoming documents. Our solutions eliminate thousands of hours wasted every year filing and searching for documents, and you’ll avoid fines for being non-compliant with industry regulations. For 20 years, we’ve worked with fund administrators and union officers to address the following challenges:
• Pension Protection Act – furnishing reports to members upon request
• Employer Withdrawal Liability – tracking employer contributions, dating back decades, to share unfunded liability properly
• Employer Contribution Support – answering tough questions quickly
• Member Contribution Access – tracking employee contributions and answering questions about annual numbers
• Application Processing – promptly handling new applications and determining if mistakes have been made
• Benefits Payments – dealing with QDROs and underpayment claims after recalculating benefits and searching old documentation
• Appeals – dealing with sensitive partial or fully denied claims and the resulting appeals
• HIPAA Compliance – avoiding fines by securing access to medical records, eligibility forms, claims, and correspondence
Unions are required to retain all sorts of records on behalf of its membership. Those documents can run the gamut from employee records to pension and other benefit provisions. Eliminating timely and costly document retrieval procedures can streamline the services you provide to members:
• Member Files — Enrollment forms, applications, beneficiary forms, vital certificates, correspondence, COBs, QDROs, denial letters
• Employer Files — Monthly contribution reports, payroll audits, compliance, delinquencies
• Fund Business Documents — Board meeting minutes, reciprocal agreements, plan documents, investment and actuarial reports, correspondence with fund vendors and professionals
• Pension, Retirement and Defined Benefit Plans — Defined contribution (401k, annuity payouts), annual pension statements, member periodic benefits statements
• Health & Welfare — Medical records, vision and dental claims, COBRA records, EOBs, weekly disability
• Union Files — Member files, jurisdiction rulings, collective bargaining agreements, apprentice records
Datamation has worked with trade unions spanning the labor workforce for more than two decades. We understand your Taft-Hartley fund admin, document management and workflow needs better than anyone, by working with the following unions:
• Automobile Mechanics
• Electrical Workers
• Iron Workers
• Line Construction Workers • Pipefitters
• Pipeline Workers
Designed & Developed by LLT Group