Portal Registration
The auditor checks whether you're registered on pfml.maine.gov and when. We guide you through registration on Day 1 and timestamp the confirmation in your compliance dashboard.
→ Logged in Airtable: registration date, portal account ID, onboarding timestamp
Quarterly Wage Reports — On Time
Q1–Q4 must be filed by April 30, July 31, Oct 31, and Jan 31. Our system requests your wage data, calculates contributions, prepares your filing package, and walks you through the portal submission. We capture the confirmation number from your portal account the moment you submit.
→ Timestamped PDF in Google Drive: wages, contributions, portal confirmation number
Contribution Calculations
The state checks your math. Our AI agent calculates the exact employer/employee split based on headcount (0.5% under 15 employees; 1.0% for 15+), applies the Social Security wage cap, and logs every number with the formula used.
→ Stored in Airtable: contribution rate applied, employer share, employee share, grand total
Workplace Poster Compliance
Maine requires the PFML poster displayed in English — plus any language spoken by 3 or more employees. We deliver the current poster during onboarding, confirm placement, and flag state updates when they occur.
→ Compliance task logged and confirmed: poster version, delivery date, languages required
New Hire Notices
Every new hire must receive a written PFML notice within 30 days, in their primary language. We generate the notice, store it in your secure Drive folder, and timestamp delivery — per employee, per hire date.
→ Google Drive: notice PDF per employee, hire date, delivery date, language confirmed
Aflac Claim Response — 10 Days
Starting May 1, employees can file claims. You have 10 business days to respond to Aflac notifications or face a violation. Our deadline monitor starts a countdown the moment a claim arrives — with escalating alerts at 7, 3, and 1 day.
→ Claim notification date logged, 10-day countdown tracked, response timestamped
Complete Communications Audit Trail
The most important defense in any audit is demonstrating a pattern of good-faith compliance effort. Every email request, nudge notification, deadline warning, and filing prep step is logged automatically — with timestamps — creating an unbroken compliance history from your first day as a client.
→ Full automated log: every client interaction, every deadline alert, every filing event — timestamped and stored indefinitely
Your Audit File Contains
✓
Portal registration confirmation + timestamp
✓
Every quarterly filing PDF with portal confirmation number
✓
Contribution math for every employee, every quarter
✓
Poster delivery record and language log
✓
New hire notice PDFs — one per employee
✓
Claim response timestamps with countdown history
✓
Complete email + nudge log from day one