Top 5 Professional Employer Organizations in California
Are you doing business on the West Coast?
Ah, California. Land of sunshine, opportunity, and HR risks. If you're doing business there, you've probably only been in it for the first two.
Many optimistic business owners don't realize that one reason for California's immense talent is the employee-favoring nature of the state laws and requirements. Even with the best intentions, a business that doesn't properly meet those standards can suffer penalty fees, delays, and in rare cases, even be shut down. Not having proper worker's compensation alone can net you a $100,000 fine.
You've probably guessed it: a PEO (Professional Employer Organization) can take these risks out of the equation and let you focus on hiring top talent. Think of a PEO service as "insurance" - and unlike insurance, advantages like insurance and HR savings roll in whether something bad happens or not.
Think of PEOs as professional rule-followers: the best ones have years of experience within a state and have staff dedicated to understanding how old and new laws apply to your benefits administration, Human Resource infrastructure, tax payments, employee benefits, employee rights, employee education, workers' compensation, and more. And on top of that, they'll bring you sizable savings on health insurance and workers' comp.
If you want to start a California LLC and need guidance on the process, get started here.
What additional service should I consider when looking into PEO services?
When considering PEO services, it's important to explore finding a registered agent for your business. A registered agent plays a vital role by accepting service of process and other crucial legal documents on behalf of your business. However, their assistance extends beyond just handling legal matters. They can also provide valuable support in meeting compliance deadlines and ensuring your business operates smoothly within the regulatory framework.
How do we select the best PEOs?
Over the last decade, we have helped thousands of companies compare the nation’s leading PEOs, and with a large West Coast base of clients, we know better than anyone who does what, how, and when among the PEOs. Each team member has an extensive background working at the nation’s top PEOs and has over 70 years of combined PEO experience.
Our relationships with over 100+ PEOs allow us to provide you with insight that others do not have. We have also conducted extensive research by gathering client feedback. We have clients with each of the nation’s largest PEOs, so we have insight into their opinions and feelings about their experiences.
To create a comprehensive ranking, we considered five key factors.
First, we assessed the offerings provided by each PEO, evaluating the range and quality of services they offered.
Secondly, we considered the pricing structures, ensuring they were competitive and offered value for money.
Third, the ease of sign-up/onboarding was another critical aspect, as it directly affected the process of onboarding and integrating the PEO's services.
Fourth is ease of use, determining how user-friendly the PEO systems and platforms were for employers and employees.
And lastly, customer service played a vital role in the selection process, examining the PEO's support team's promptness, effectiveness, and responsiveness.
By taking these measures and thoroughly evaluating each PEO company, we created the Top 5 PEO companies in California, distinguishing them as the most favorable options based on their offerings, price, ease of sign-up, ease of use, and customer service.
So, for businesses in the Golden State,
who are the best PEOs?
Here are our top 5.
Please note that this is not a ranked list because PEOs specialize in different client types. Finding out which best suits your needs is as simple as answering a few questions.
CoAdvantage
Year founded: 1990
Health carriers: Aetna, BCBS, and Kaiser
Top pick for small-to-midsize businesses not looking to expand and wanting a reliable long-term HR/benefits partner.
CoAdvantage offers a trustworthy, modern service well-suited for companies wanting a "place it and forget it" PEO solution. Their HR services and benefits programs are comprehensive and even accommodate small employers - a potential lifesaver for consultants or start-ups—one of the few PEOs that have their own proprietary technology.
TriNet
Year founded: 1988
Health carriers: Aetna, BCBS, UHC, and Kaiser
Top pick for those looking for a PEO partner that potential employees/investors will have heard about and trust.
If there's one PEO you've heard of, it'll probably be TriNet. Publicly traded and one of the first organizations to bring the practice of using PEOs into the public spotlight, TriNet also offers a solid, well-rounded experience that gives employers a single access point for all their HR needs. Their widespread usage means familiarity with just about every industry.
Justworks
Year founded: 2012
Health carriers: Aetna, UHC, and Kaiser
Best known for its modern platform, intuitive software, and pricing.
As its more modern name would suggest, Justworks is a fresh newcomer to the field, but don't let their age fool you. In addition to the expected services and benefits programs, Justworks offers a versatile proprietary software solution for managing employees and HR details that is refreshing and modern. Thanks to their software, their approach to HR is a bit more hands-off than other full-service PEOs, but the savings and increased control are preferable for some entrepreneurs. And they'll gladly step in and provide support if you need it.
Insperity
Year founded: 1986
Health carriers: UHC and Kaiser
A pioneer in the PEO industry - a great choice for service and offerings
Insperity is publicly traded and has been a pioneer in the PEO industry. Their clients range from white to blue-collar companies, and they offer national plans from UHC and Kaiser. With great software and service to match - Insperity is a great choice for a quality PEO. They have excellent service, and while they are not the least expensive, they set a standard in offerings and service.
ADP Total Source
Year founded: 1949
Health carriers: Aetna, UHC, BCBS, Kaiser
Best known for more than six decades of HR experience.
Mostly known now for their payroll services software, ADP has also developed a robust PEO company that services large, national clients. Integrating decades of payroll and HR experience into one-stop PEO processing solutions, ADPTS is a publicly traded firm that provides consistently good service and prices made possible by its size. ADPTS is the largest PEO by worksite employees.
So how do you select a California PEO?
Due to their prevalence, California recognizes the value of PEOs and provides employers with some useful guidelines for selection:
Verify the PEO has a certificate of insurance
Verify exactly what services the PEO will offer (not all offer benefits, for instance). Meet the people who provide the services
Check the company's references. Make sure they are paying payroll taxes
See if the company is a member of the California or National Association of Professional Employer Organizations
Look at the cancellation process for the PEO and your business
Over the last 13 years, we have helped thousands of companies all over the country find the perfect Professional Employer Organization. We are located in New York and have first-hand experience with the best PEOs for various companies at every stage of life.
The only way to get the best deal on a PEO is to use a broker like Dinsmore Steele, who can cut through the fluff to find you the best PEO for your needs at the absolute best price. Let’s see what we can do for you.
What are the benefits
of using a PEO to have more free time?
Using a Professional Employer Organization (PEO) can offer various benefits, including the advantage of having more free time. By utilizing a PEO service, you can experience a significant increase in the amount of time freed up from administrative tasks. Allowing you to focus on improving your business, spending quality moments with your loved ones, or exploring a new hobby.
A PEO helps free up your time by handling various HR tasks and responsibilities on your behalf. This includes managing payroll, administering employee benefits, and handling compliance and legal matters.
Entrusting these responsibilities to a PEO saves you considerable time that would have otherwise been spent on these administrative tasks, allowing you to allocate that time toward more meaningful pursuits.
A PEO service offers expertise and support in managing HR-related functions effectively. With professionals taking care of these aspects of your business, you can rely on their expertise, streamline processes, and avoid potential errors or pitfalls. This saves time and ensures that HR-related functions are handled efficiently, minimizing the time spent troubleshooting or resolving issues.
Partnering with a PEO, you can benefit from their comprehensive knowledge and experience navigating complex HR regulations and compliance requirements. Keeping up with ever-changing employment laws and regulations can be time-consuming and challenging for business owners.
With a PEO, these responsibilities are handled by experts who stay up-to-date with the latest developments and ensure your business remains compliant. This allows you to focus on other critical aspects of your business while having peace of mind, knowing that HR compliance is being handled properly.
Overall, a PEO can help you reclaim your time by simplifying and streamlining HR processes, providing expert guidance, and ensuring compliance with employment laws. With these responsibilities off your plate, you can allocate your newfound free time towards growing your business, enjoying quality moments with loved ones, or pursuing personal interests and hobbies.
How can using a PEO help reduce
insurance costs for small businesses?
Using a Professional Employer Organization (PEO) can significantly reduce insurance costs for small businesses.
PEOs possess greater bargaining power with insurance providers compared to individual small businesses. By partnering with a PEO, the company effectively becomes a co-employer of all employees, integrating them into a larger pool of employees. When negotiating with insurance companies, the PEO is not seeking quotes based on the small business's limited number of employees but on the combined workforce, which can include thousands and thousands of employees.
Due to the substantial number of employees being insured under the PEO's umbrella, insurance providers offer major medical plans at rates that are unattainable by a small business. This advantage translates into significant savings for small businesses, potentially amounting to thousands of dollars annually.
By capitalizing on the PEO's established relationships with insurance companies, small businesses can access the cost benefits typically accessible only to larger organizations. Ultimately, the strategic partnership with a PEO empowers small businesses to level the playing field regarding insurance costs.
How can I get a personalized recommendation
for a PEO for my business?
To obtain a personalized recommendation for a Professional Employer Organization (PEO) that suits your business, follow these steps:
1. Start here. This will enable us to conduct a free comprehensive analysis of your business needs.
2. After submitting the form, we will reach out to you with a list of suitable PEO suggestions that align with your requirements.
3. Alongside the recommendations, we will provide clear instructions on obtaining PEO price quotes tailored to your business.
4. To take the guesswork out of finding the ideal PEO for your business and allow us to guide you in making an informed decision.
By following these steps, you can ensure you receive a personalized recommendation for a PEO that matches your business's unique needs, thereby simplifying the process of finding the most suitable solution.
What factors are essential in choosing
the best PEO for a business?
When considering the best PEO (Professional Employer Organization) for your business, several important factors come into play. These factors include understanding your specific industry, the size of your workforce, the desired employee benefits, and other unique aspects of your business. It is essential to have a comprehensive understanding of these factors to make an informed decision.
Firstly, knowing your industry is crucial. Different PEOs may specialize in specific industries, offering tailored services and expertise to meet industry-specific needs. Therefore, it is important to find a PEO who has experience working with businesses in your specific field and understands your industry's unique challenges and requirements.
Secondly, the size of your workforce is a key consideration. Some PEOs may be better suited for small businesses with just a few employees.
In contrast, others may have the capacity and resources to handle larger organizations with hundreds or thousands of employees. Finding a PEO that aligns with the size of your company ensures that you receive the necessary level of support and attention.
Additionally, understanding the benefits your employees need is essential. PEOs offer varying benefits and perks, from health insurance and retirement plans to flexible work arrangements and wellness programs. It is important to assess the needs and preferences of your workforce and choose a PEO that can provide the appropriate benefits package to attract and retain talented employees.
Lastly, considering other factors unique to your business is crucial. This might include specific compliance requirements, geographic considerations, or any other business needs. These factors can greatly impact the choice of a PEO, as you need a provider to accommodate these unique aspects of your business operations.
When selecting the best PEO for your business, it is essential to consider factors such as industry expertise, size of the workforce, desired employee benefits, and unique business requirements. By thoroughly evaluating these factors, you can make an informed decision and find a PEO that aligns with your specific needs and contributes to the success and growth of your business.
How does the ease of use of a PEO company's system impact its ranking?
The ease of use of a PEO company's system plays a significant role in determining its ranking. When evaluating PEO companies, one key factor is always how user-friendly and streamlined their system is.
Some PEO companies invest substantial time and resources into developing a system that is effortless to navigate. They prioritize simplicity and ensure the user experience is smooth and efficient.
On the other hand, some companies continue to add new features to outdated systems, resulting in complex and clunky interfaces. These companies may rely on writing lengthy manuals to explain how to navigate their unintuitive systems, which can be inconvenient for users.
Given the choice, choosing a PEO company with an easy-to-use system is always preferable. The system's usability directly impacts the overall experience for clients. An intuitive interface saves users time and effort while accessing the necessary information and functionalities. It eliminates the frustration of dealing with glitchy systems that impede productivity.
To provide you with the most comprehensive ranking, we examined and evaluated the systems of each PEO company. By assessing their ease of use, we save you the hassle of navigating complex systems and provide recommendations based on companies with streamlined and user-friendly platforms.
We know which PEOs have which HRIS and tech systems and can ensure you are matched with the one that makes the most sense for your specific needs.
How does price factor into the selection of a PEO company?
Price is a significant consideration when selecting a PEO company, as it is crucial in determining which company best suits your needs. It is important to note that price points can vary considerably among different PEO providers, even if they offer similar services.
While some PEOs may claim to offer the same services, the actual price you will pay differs depending on the size of your workforce and the services you use. PEOs typically either charge a flat fee per employee or bundle and charge a percentage of payroll. Learn more here about it.
We know how each PEO charges, when each pricing model makes sense, and which will make the most sense for your organization. Our size allows us to save you more than if you used an untrained broker or on your own.
How is the gig economy impacting the growth of Professional Employer Organizations in California?
In the vibrant landscape of California's economy, where the gig economy's pulse beats strong, there's an intricate dance between the needs of these modern work arrangements and the services provided by Professional Employer Organizations (PEOs). At heart, PEOs are like business partners, taking on the complex burdens of HR, payroll, and compliance. They only work in relationships with businesses that have W-2 employees, creating a nurturing environment where companies can grow without being weighed down by administrative complexities.
However, the gig economy beats to a different drum. Its rhythm is set by independent contractors—1099 workers—who value flexibility and autonomy over the traditional employment model. Herein lies a mismatch as classic as a square peg and a round hole: PEOs, in their essence, are not crafted for the gig economy’s backbone of 1099 workers. Their model presupposes an employer-employee relationship that's more fixed and less fluid than the gig economy's nature.
Yet, the spirit of innovation has whispered new tunes to some in the PEO industry, leading to the emergence of flexible, a la carte services tailored to the gig economy's unique tempo. Services like those offered by Gusto and Namely have stepped into the limelight, offering payroll solutions that resonate with the gig economy's needs. These platforms acknowledge the reality that while they might not offer the full suite of PEO services to gig economy businesses, they can still provide invaluable support through specialized payroll services for 1099 workers.
This evolution is a testament to the adaptability of businesses and service providers in the face of change. It emphasizes that while traditional PEOs and the gig economy might move to different beats, there's a growing recognition and adaptation to bridge this gap. By offering solutions that cater to gig economy companies, these forward-thinking service providers are not only acknowledging the gig economy's significant role. Still, they also embrace the diversity and flexibility that define today’s workforce.
Recent regulatory compliance changes for employers in California have included updates to the minimum wage rules in different localities, a new mandate requiring employers to offer retirement plans, and challenges for companies operating within the gig economy that may lead to the rise of Professional Employer Organizations. These developments reflect the evolving landscape of regulations impacting businesses in California, highlighting the need for employers to stay informed and adapt to changing requirements to remain compliant.
What are some of the California employer resources available for
businesses using PEO services?
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California employers are required to register with the EDD after paying over $100 in total wages in a calendar quarter. Employers are responsible for withholding and paying various state payroll taxes, including Unemployment Insurance (UI), Employment Training Tax (ETT), State Disability Insurance (SDI), and California Personal Income Tax (PIT) (Edd Ca Gov) (Edd Ca Gov) (California Tax Service Center). For more detailed information, visit the EDD's Payroll Taxes section.
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California has been on a path to incrementally increase its minimum wage to $15.00 per hour for all employees. Businesses utilizing PEO services must ensure that the PEO is adhering to these regulations, including any scheduled increases and differences that may apply based on city or county ordinances, which can set higher minimum wages than the state minimum.
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Workers' Compensation insurance is mandatory for all California employers, including those using PEO services. The California Department of Industrial Relations oversees this area. While the PEO can handle the procurement and management of Workers' Compensation insurance, businesses should ensure the coverage meets state requirements and adequately covers their specific risk exposures. California's Workers' Compensation system has detailed guidelines and rates, which are available on the Department of Industrial Relations website.
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The State Unemployment Tax Act (SUTA) tax is another critical area for compliance. California businesses must pay SUTA taxes, which fund the state's unemployment insurance program. Rates can vary based on an employer's industry and claim history. When partnering with a PEO, it's vital to confirm that the PEO correctly manages SUTA contributions, adhering to California's SUTA tax rate schedules and ensuring timely payments to avoid penalties.
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Certain businesses in California may require state-specific licenses to operate legally. When a business enters into a co-employment arrangement with a PEO, the primary responsibility for obtaining and maintaining necessary licenses typically remains with the business, not the PEO. California businesses should verify their specific licensing requirements based on their industry and location through the California Department of Consumer Affairs or other relevant state agencies.
How we can help you find the
perfect California PEO
At Dinsmore Steele, we stand as the nation's most extensive PEO brokerage firm, bringing you a tailored, human-centric approach to finding the perfect PEO partnership. With over a decade of dedication, we've cultivated an unrivaled depth of expertise and an expansive network, ensuring that every business we work with finds its ideal PEO match with unparalleled ease.
America’s Largest PEO Broker
We're not just another broker; we're the largest in the United States, a testament to our commitment and scale. This vast network empowers us to bring diverse options to your doorstep, ensuring no stone is left unturned in your quest for the right PEO partnership.
Customized Proposals Tailored for You
Our approach is anything but one-size-fits-all. We understand that your business is unique, with distinct needs and goals. That's why we dive deep into understanding what makes your company tick before crafting customized proposals that detail your costs for essential services like payroll, health insurance, and HR, among others. Our personalized touch ensures you're not just choosing a PEO but finding a partner that aligns with your vision and values.
Unparalleled PEO Experience
With over 70 years of combined experience in our team, we bring a wealth of knowledge and insights that are simply unmatched. Our expertise isn't just in numbers; it's in the countless businesses we've guided, the myriad of challenges we've navigated, and the diverse needs we've met. From the get-go, you'll feel the difference that this experience makes.
The Easiest Quoting Process
Say goodbye to the tediousness of filling out multiple forms for different PEOs. Our streamlined RFP process is designed with you in mind. One form, that's all it takes to unlock a world of PEO quotes. We eliminate the complexity, leaving you more time to focus on what you do best — running your business.
In partnering with Dinsmore Steele, you choose more than a broker; you select a partner committed to your success. We bridge the gap between you and the plethora of PEO options, filtering through the noise to bring you choices that truly fit. Our approach humanizes the process, ensuring that your needs, concerns, and goals are at the forefront at every step.
Your journey to finding the perfect PEO partner doesn't have to be daunting. With Dinsmore Steele, it's a path paved with expertise, personalized care, and simplicity. Let us help.