From Complexity to Clarity: Clearing the Hurdles of Payroll

Jordan Wallach, Belfry Software, Associate Member

Handling payroll in the security industry is notoriously complicated.

Each contract is different, with pay rates that could change based on site, time of day, overtime & holidays, qualifications, and more. This variability makes the payroll process very challenging and time-consuming.

Most security firms use several different systems to manage payroll, which means data must be moved manually from one system to another — one for scheduling, one for tracking time, another for processing payroll. This not only raises the chances of making mistakes but also takes a lot of time. Payroll teams find themselves spending days managing what should be straightforward tasks, from verifying hours worked against shifts to ensuring compliance with ever-changing labor laws.

These problems can have a big impact. Payroll errors can lead to dissatisfaction among officers, potentially increasing turnover in an industry where reliability and trust are key. Moreover, the time consumed by manual processes detracts from more strategic activities that could enhance client relationships and operational effectiveness.

It’s clear that a single, connected system would be a huge help. A system that smoothly links scheduling, time tracking, and payroll within the same experience would cut out unnecessary steps and mistakes. By automating these processes, companies could focus more on growing and providing excellent service, making sure their back office helps rather than holds back their business goals.

This is where Belfry comes in. Our all-in-one software platform changes how payroll is managed in the security industry. By bringing together everything from scheduling and time tracking to payroll and billing, Belfry offers a complete solution that effortlessly handles the industry’s complexities.

Our system not only cuts down payroll processing time from days to just a few hours — but also ensures accuracy and compliance, allowing security companies to focus on their main job: protecting and serving their clients.

Jordan Wallach is the Co-Founder and CEO of Belfry, the modern operating system for security guard services companies and a CALSAGA Member. Prior to founding Belfry, Jordan was a consultant at McKinsey & Company and a Product Manager at Microsoft, building software used by millions of people worldwide. He has a bachelor’s degree in Data Science from Stanford University.

Women In the Security Industry: Trends, Challenges and Advice

Jill Davie, TEAM Software by WorkWave, CALSAGA Network Partner

For security employers in today’s market, it’s important to understand the labor pool to encourage diversity in the workforce.  Women in the security industry only represent 22.5% of the leadership roles and only 24.9% of guards,  according to the U.S. Bureau of Labor and Statistics.

Moving closer to equal representation takes understanding the challenges in attracting and retaining women who want to work in the security field, while removing barriers to ensure that women can have an equal opportunity to climb up the professional ladder. According to several female leaders in the field services industry, there are a number of contributing factors that are creating barriers for women – both external and internal.

Overcoming gender biases and stereotypes

Gaining respect – particularly from male colleagues – is a critical factor for women across the field service industries. Historically, women have reported facing skepticism about their abilities, ideas or experiences both in the field and in leadership roles.

To overcome these barriers, it’s important for women to be assertive, express opinions and push back if needed – while employers can build an environment based on respect that fosters a culture where women’s opinions, skills and accomplishments are valued and recognized. The businesses that achieve this will reap the benefits of having access to different perspectives, strategies and process improvements.

“One of the biggest benefits of having women in leadership roles is that it creates a space for more overall diversity within your business. When your organization becomes an advocate for different perspectives, mindsets and collaboration, the sky’s the limit,” said Sharon Roebuck-McBride, the Senior Executive Vice President at Triangle Home Services.

Bridging the confidence gap

The confidence gap is a psychological phenomenon that often plagues the female workforce, where women generally feel less confident in their qualifications, skills and potential than men.

In typically male-dominated industries, this phenomenon can even be chalked up to the perception of the type of labor involved in a job and whether or not women can physically achieve the same outcomes as men on security patrols. Studies show that women who tend to underestimate their abilities take fewer risks and thereby miss opportunities for advancement.

To overcome this issue, it’s important to continue learning, celebrate achievements and cultivate a self-assured mindset. Taking these steps can help keep momentum high, instead of holding back from potential success.

“Sometimes, we are our own biggest barrier. Once we get out of our own way, recognize that our skill sets matter — our opinions matter — that’s how we’ll begin to break these perceptions down,” said Roebuck-McBride.

Advice for drawing in more female applicants

1. Be Visible. Since the security industry is historically male-dominated, women may have trouble viewing themselves in some industry roles. That said, perceptions are always just that, which means they can change.

“We need both men and women in the industry. Everyone is important, no matter what your gender is, and women bring a different perspective to the table,” said Jenny Schoenfeld, Chief Operating Officer for ACT Security Group.

1. Change your marketing. Adjust your job postings to attract a broader demographic. For example, making simple adjustments to job descriptions like, Have the freedom to run your own schedule or Do you like to work outside? or Do you like to work independently? can draw in more female applicants. Word of mouth is also huge, so you’re encouraged to leverage your existing team to help build your future team – all while fostering a more diverse work environment.
2. Balance your business. While it may be tough to offer work from home arrangements in the security industry, providing employees with flexible work arrangements whenever possible to attract female job seekers, such as flexible scheduling, parental leave policies and even vocalizing how your business accommodates last-minute illness or daycare closure, may increase interest among applicants.

Businesses who foster an inclusive work environment reap numerous benefits – from having a greater pool of potential job candidates, to bringing new skill sets and experiences to the table.

Jill Davie, Chief Customer Experience Officer at TEAM Software by WorkWave

Jill Davie started full time with TEAM Software in May 1998 and has held various roles in Sales, Marketing, Communications, Customer Success and Professional Services. Currently, Jill serves as the Chief Customer Experience Officer at WorkWave where she is responsible for Customer Success Management, Professional Services and Customer Engagement. She is passionate about operational excellence, engaging directly with customers and attracting and retaining top talent with a people-centric culture.

SB 553 – WORKPLACE VIOLENCE PREVENTION PLAN

Shaun Kelly, Assured Partners , CALSAGA Preferred Broker

It is every employers’ priority to provide a safe workplace environment. Now with SB 553, California employers are mandated to implement a program regarding the prevention of workplace violence.

The new bill signed by the Governor requires employers to implement a Workplace Violence Prevention Plan (WVPP) no later than 7-1-24. The WVPP is being established to educate employees, identify the concerns/hazards, evaluate the concerns/hazards and implement corrective actions. Workplace violence includes but is not limited to any act or threat of physical violence, harassment, intimidation, or other disrupting behavior that occurs at the worksite. Workplace violence can affect employees, customers, clients, visitors and others.

CAL/OSHA as part of the Department of Industrial relations will be the enforcing agency, as they also enforce the Injury & Illness Prevention Plan and the Heat Illness Prevention Plan. They will require employers to engage and implement the WVPP with employee involvement.

California is the first State to mandate a WVPP, however it is expected that others States will follow.

Attached is a Workplace Violence Prevention Plan template from CAL/OSHA. You can use this as a guide to implement and customize your own plan.

Model-WPV-Plan-General-Industry

If you have any questions, please do not hesitate to contact me.

Take care.

Shaun Kelly joined Tolman & Wiker Insurance Services in 2005.  He specializes in all lines of property and casualty insurance for industries including contract security firms, agriculture, construction, oil and gas. Shaun received a BS in Business Administration with a major in Finance from California State University in Fresno, California. He is an active member of several industry associations, including the Association CALSAGA, the Kern County Builders Exchange and the Independent Insurance Agents of Kern County. Shaun can be reached at 661-616-4700 or skelly@tolmanandwiker.com.

LEGAL COMPLIANCE: CALCULATING MULTIPLE PAY RATES FOR SECURITY GUARDS

Jeff DiDomenico, VP Business Development & Strategy, Trackforce Valiant + TrackTik

To hire and retain high-quality talent, it’s essential that guards are paid fairly based on their responsibilities, skills, and hours worked. Employers may seek to pay different wage rates for different job duties performed by employees during the same workweek. For example, employers might want to pay armed security guards a higher rate than unarmed security guards or pay one rate for guarding time and a lower rate for training or travel time.

While state and federal wage and hour laws permit employers to pay employees at more than one hourly rate for different kinds of work, employers must ensure that employees are properly compensated or face serious legal repercussions. Adding overtime to the mix only increases the potential for compliance headaches. For example, federal law prohibits any compensation plan that artificially deflates an employee’s regular hourly rate or evades overtime requirements.

Many states also have strict rules for calculating pay rates, and an acceptable method of calculation in one state may not work in another state. Plus, employers must comply with both federal and state law and must pay employees according to whichever law is more favorable (i.e., generous) to the employee. Consider California as an example, where employers must pay the California minimum wage of $16.00 per hour, because it is more generous than the federal rate of $7.25 per hour.

When an employee performs two or more different types of work in a single workweek and receives different base rates of pay, the regular rate for that week is calculated according to one of two methods: the weighted average or the rate-in-effect.

How are these methods calculated and what strategies can employers use to reduce state and federal compliance risks? Download a copy of our guide: Calculating Multiple Pay Rates for Security Guards to find out.

In 2000, Jeff joined Trackforce Valiant + TrackTik as a partner and took on the role of VP of Sales & Marketing. Before this, he successfully owned a computer supply company, which he later sold to OfficeMax. Throughout his tenure with Trackforce Valiant + TrackTik, Jeff has been dedicated to establishing the company as North America’s foremost provider of security management software.

In addition, Jeff has played a pivotal role in advancing the Valiant Partner Marketplace, the Security Executive Roadshow, and various client events. He is a frequent speaker at various security associations and is recognized as a leading figure and content curator in the security industry.

Moreover, Jeff also serves as the host and co-content creator of Thinkcurity, a dynamic platform revolutionizing education in the physical security industry. Through engaging content and profound thought leadership, Thinkcurity empowers individuals in all aspects of running a thriving security operation.

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