{"id":188835,"date":"2023-12-21T09:42:55","date_gmt":"2023-12-21T09:42:55","guid":{"rendered":"https:\/\/www.aihr.com\/?post_type=hr-glossary&#038;p=188835"},"modified":"2024-04-21T18:25:26","modified_gmt":"2024-04-21T18:25:26","slug":"agent-of-record","status":"publish","type":"hr-glossary","link":"https:\/\/www.aihr.com\/hr-glossary\/agent-of-record\/","title":{"rendered":"Agent of Record"},"content":{"rendered":"\n<h2 class=\"wp-block-heading\" id=\"h-what-is-an-agent-of-record-aor\">What is an agent of record (AOR)?<\/h2>\n\n\n\n<p>An agent of record (AOR) is a designated representative (an individual or company) with the authority to manage employee benefits, insurance policies, payroll, or other administrative HR tasks for an organization.<\/p>\n\n\n\n<p>The agent of record is the primary contact between the organization and external providers, overseeing the administrative processes and ensuring <a href=\"https:\/\/www.aihr.com\/blog\/hr-compliance\/\">compliance<\/a> with regulations. On behalf of HR, the AOR may advocate for its best interests when dealing with providers, providing cost savings and increased efficiency.<\/p>\n\n\n<div class=\"gaihrpl gaihrpl-23\"><div class=\"gaihrpl-single aaihrpl-170\"><a class=\"gofollow\" data-track=\"MTcwLDIzLDYwMA==\" href=\"https:\/\/www.aihr.com\/courses\/people-data-business-insights-certification\/?il_id=banner&#038;il_name=dbcp&#038;il_creative=dbcp-value&#038;il_position=slot2\" target=\"_blank\" rel=\"nofollow\" style=\"display:block;padding-top:20px;\"><img decoding=\"async\" src=\"https:\/\/www.aihr.com\/wp-content\/plugs\/podcast-blog-ads-fade.jpg\" srcset=\"https:\/\/www.aihr.com\/wp-content\/uploads\/DBCP-Banner-Modules.png 360w, https:\/\/www.aihr.com\/wp-content\/uploads\/DBCP-Banner-Modules.png 360w, https:\/\/www.aihr.com\/wp-content\/uploads\/DBCP-Banner-Modules.png 700w, https:\/\/www.aihr.com\/wp-content\/plugs\/ w\" sizes=\"(max-width: 480px) 360px, (max-width: 960px) 360px, (max-width: 1280px) 700px, 750px\" style=\"box-shadow: 0px 0px 20px 5px rgb(46 61 73 \/ 15%);display: block;margin: auto; border-radius:19px;\" class=\"small_ad\" \/><\/a>\r\n<br><\/div><\/div>\n\n\n<h3 class=\"wp-block-heading\" id=\"h-why-would-hr-want-to-appoint-an-agent-of-record\">Why would HR want to appoint an agent of record?<\/h3>\n\n\n\n<p>An agent of record can provide HR departments invaluable support in the following areas:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Specialized expertise<\/strong>:&nbsp;AORs can offer technical knowledge in areas where an HR department may need more expertise, such as payroll tax compliance, employment law, and global employee benefits, among others.<\/li>\n\n\n\n<li><strong>Administrative efficiency<\/strong>: By handling administrative tasks such as <a href=\"https:\/\/www.aihr.com\/blog\/employment-contract\/\">employment contracts<\/a>, <a href=\"https:\/\/www.aihr.com\/blog\/employee-onboarding\/\">onboarding<\/a>, payroll, or benefits administration, AORs reduce the burden on HR teams, freeing them up to focus on strategic initiatives.<\/li>\n\n\n\n<li><strong>Global compliance<\/strong>: Operating in multiple countries or regions requires complex legal and regulatory compliance. AORs can manage local employment laws and regulations, reducing the risks for HR departments.<\/li>\n\n\n\n<li><strong>Contractor relations<\/strong>: Since AORs act as intermediaries, they usually have the ability to negotiate favorable terms with HR providers.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-what-is-an-agent-of-record-letter\"><strong>What is an agent of record letter?<\/strong><\/h2>\n\n\n\n<p>An agent of record letter is a formal document that designates a new agent to serve as the legal representative for an organization. It outlines the nature of the relationship for a certain HR function or service. For example, it specifies the role and responsibilities of the agent of record, such as handling payroll, <a href=\"https:\/\/www.aihr.com\/blog\/types-of-employee-benefits\/\">employee benefits<\/a>, or health insurance contracts.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-agent-of-record-vs-broker-of-record-the-key-differences\">Agent of record vs. broker of record: The key differences<\/h2>\n\n\n\n<p>Although the two terms are often used interchangeably, there are some differences.<\/p>\n\n\n<div class=\"gutenberg-table-holder\">\n                                                                   <style>\n                                       .gutenberg-table-item-content-single::after {\n                                             background-color: #b0e7ff;\n                                        }\n                                  <\/style>\n                                                                    <div class=\"gutenberg-table-inner\">\n                                                           \t                         <div class=\"gutenberg-table-item\">\n                                                                                                             <div class=\"gutenberg-table-item-header\" style=\"background-color:#b0e7ff\">\n                                                                                                                           <div class=\"gutenberg-table-item-header-single\" style=\"width:50%\">\n                                                                     Agent of record (AOR)                                                                <\/div>\n                                                                                                                                                                                        <div class=\"gutenberg-table-item-header-single\" style=\"width:50%\">\n                                                                     Broker of record (BOR)                                                                <\/div>\n                                                                                                                    <\/div>\n                                                                                                                                                                             <div class=\"gutenberg-table-item-content   have-header-table\">\n                                                                                                                                                                    <div class=\"gutenberg-table-item-content-item\" style=\"border-color:#b0e7ff\">\n                                                                                                                                                                                            <div class=\"gutenberg-table-item-content-single\" style=\"width:50%; border-color:#b0e7ff\"   header-item=\"Agent of record (AOR)\" >\n                                                                                                    <p>Acts as an authoritative representative for a specific HR function or service<\/p>\n                                                                                                <\/div>\n                                                                                                                                                                                                                                                                                        <div class=\"gutenberg-table-item-content-single\" style=\"width:50%\"   header-item=\"Broker of record (BOR)\" >\n                                                                                                    <p>Acts as an intermediary between individuals or companies and insurance companies<\/p>\n                                                                                                <\/div>\n                                                                                                                                                                                    <\/div>\n                                                                                                                                                                            <div class=\"gutenberg-table-item-content-item\" style=\"border-color:#b0e7ff\">\n                                                                                                                                                                                            <div class=\"gutenberg-table-item-content-single\" style=\"width:50%; border-color:#b0e7ff\"   header-item=\"Agent of record (AOR)\" >\n                                                                                                    <p>Has the authority to make decisions and work on behalf of an HR department<\/p>\n                                                                                                <\/div>\n                                                                                                                                                                                                                                                                                        <div class=\"gutenberg-table-item-content-single\" style=\"width:50%\"   header-item=\"Broker of record (BOR)\" >\n                                                                                                    <p>Mostly advise clients and do not act on their behalf<\/p>\n                                                                                                <\/div>\n                                                                                                                                                                                    <\/div>\n                                                                                                                                                                            <div class=\"gutenberg-table-item-content-item\" style=\"border-color:#b0e7ff\">\n                                                                                                                                                                                            <div class=\"gutenberg-table-item-content-single\" style=\"width:50%; border-color:#b0e7ff\"   header-item=\"Agent of record (AOR)\" >\n                                                                                                    <p>They engage in responsibilities such as processing payroll, managing health insurance plans, and administering benefits<\/p>\n                                                                                                <\/div>\n                                                                                                                                                                                                                                                                                        <div class=\"gutenberg-table-item-content-single\" style=\"width:50%\"   header-item=\"Broker of record (BOR)\" >\n                                                                                                    <p>Could serve as a health insurance broker, supporting an organization in choosing insurance plans, negotiating terms, or managing claims.<\/p>\n                                                                                                <\/div>\n                                                                                                                                                                                    <\/div>\n                                                                                    \t\t                                                               <\/div>\n                                                                                                  <\/div>\n                                         \t\t                           <\/div>\n                          <\/div>\n\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-how-does-an-agent-of-record-change-work\">How does an agent of record change work?<\/h2>\n\n\n\n<p>If you are not completely satisfied with an agent of record, it\u2019s possible to switch to a new agent. Here are some key steps to make the change:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Select the new agent of record<\/strong>: Choose the new agent, who will then send you an agent of record letter.<\/li>\n\n\n\n<li><strong>Complete the agent of record letter<\/strong>: Review and sign the letter to formalize the agreement.<\/li>\n\n\n\n<li><strong>Provider notification<\/strong>: The new agent sends the signed letter to the provider, such as an insurance company, to register the change.<\/li>\n\n\n\n<li><strong>Inform the previous agent<\/strong>: Formally notify the old agent, stating the termination date and outlining any final steps.<\/li>\n\n\n\n<li><strong>Confirmation and transition<\/strong>: The new agent confirms the change details and works with the previous agent to ensure a smooth handover.<\/li>\n<\/ol>\n\n\n\n<figure class=\"wp-block-image size-full\"><a href=\"https:\/\/www.aihr.com\/wp-content\/uploads\/agent-of-record.png\"><img loading=\"lazy\" decoding=\"async\" width=\"1024\" height=\"680\" src=\"https:\/\/www.aihr.com\/wp-content\/uploads\/agent-of-record.png\" alt=\"The process of changing agent of record.\" class=\"wp-image-188961\" srcset=\"https:\/\/www.aihr.com\/wp-content\/uploads\/agent-of-record.png 1024w, https:\/\/www.aihr.com\/wp-content\/uploads\/agent-of-record-300x199.png 300w, https:\/\/www.aihr.com\/wp-content\/uploads\/agent-of-record-768x510.png 768w, https:\/\/www.aihr.com\/wp-content\/uploads\/agent-of-record-510x339.png 510w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/a><\/figure>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-what-should-hr-know-before-signing-an-aor\">What should HR know before signing an AOR?<\/h2>\n\n\n\n<p>Before signing an agent of record agreement, HR professionals should spend some time doing the following:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Understand the reasons for the change<\/strong>: Specify why you are making the change. Do you want better service, specific expertise, more comprehensive coverage, and lower costs? Make sure the new agent can meet your needs.<\/li>\n\n\n\n<li><strong>Research qualifications and experience<\/strong>: Conduct thorough research into the new agent\u2019s background and track record. HR professionals should focus on the agent\u2019s expertise in handling similar providers or track records in your industry.<\/li>\n\n\n\n<li><strong>Consider how the change will affect current providers<\/strong>: Determine the exact implications for changing agents. For insurance policies, HR will need to know how coverage, premiums, or existing claims might be affected.<\/li>\n\n\n\n<li><strong>Determine any cost implications<\/strong>: Will there be any service fees for terminating your previous AOR agreement? Are there costs associated with entering a new AOR relationship? Are there other financial considerations that might impact your HR budget? These are all questions to consider in advance.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-rescinding-agent-of-record-letter\">Rescinding agent of record letter<\/h3>\n\n\n\n<p>If your current agent is not meeting your HR expectations, you may need to terminate your agent of record letter, particularly for the following reasons:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Unsatisfactory service quality<\/li>\n\n\n\n<li>Lack of communication<\/li>\n\n\n\n<li>Change in HR priorities and strategies<\/li>\n\n\n\n<li>Organizational restructuring<\/li>\n\n\n\n<li>Cost concerns<\/li>\n\n\n\n<li>Compliance violations.<\/li>\n<\/ul>\n\n\n\n<h3 class=\"wp-block-heading\" id=\"h-tips-for-terminating-an-agent-of-record-agreement\">Tips for terminating an agent of record agreement<\/h3>\n\n\n\n<p>Before you terminate the agreement, carefully consider the following:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Understand the legal and contractual obligations<\/strong>: Review the agreement to determine termination procedures, notice periods, and any associated penalties.<\/li>\n\n\n\n<li><strong>Seek legal counsel<\/strong>: To ensure you are following contractual terms, consult your legal team to avoid any non-compliance claims.<\/li>\n\n\n\n<li><strong>Plan for transition<\/strong>: A detailed transition plan will help avoid major disruptions to HR processes. Determine interim procedures such as finding a new agent.<\/li>\n\n\n\n<li><strong>Communicate with key stakeholders<\/strong>: Be transparent with all key stakeholders \u2013 employees, service providers, and the AOR \u2013 about the upcoming termination.<\/li>\n\n\n\n<li><strong>Finalize agent handover procedures<\/strong>: Ensure the AOR finalizes outstanding duties before the termination date.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"h-faq\">FAQ<\/h2>\n\n\n\n<div class=\"schema-faq wp-block-yoast-faq-block\"><div class=\"schema-faq-section\" id=\"faq-question-1703015391482\"><strong class=\"schema-faq-question\"><strong> What is an agent of record agreement?<\/strong><\/strong> <p class=\"schema-faq-answer\">An agent of record agreement is a formal document that designates an agent of record, outlining their role and responsibilities. The agreement authorizes the agent to handle a specific HR function or service, such as employee benefit administration.<\/p> <\/div> <div class=\"schema-faq-section\" id=\"faq-question-1703015405141\"><strong class=\"schema-faq-question\"><strong>What to do if you\u2019ve signed a bad AOR agreement?<\/strong><\/strong> <p class=\"schema-faq-answer\">When you realize you have signed a bad AOR agreement, it\u2019s important to first discuss your concerns with the agent. Determine if there is a possibility of reaching a resolution or renegotiating unfavorable terms. If it\u2019s not possible to get an agreeable solution, you can take the following steps:<br\/><strong>\u2022<\/strong> Carefully review the terms of termination, including any potential penalties<br\/><strong>\u2022<\/strong> Get legal advice to identify any unfair terms or agent violations<br\/><strong>\u2022<\/strong> Maintain records and communications that can be used in the event of any legal disputes<br\/><strong>\u2022<\/strong> Terminate your existing AOR agreement and search for another agent.<br\/><\/p> <\/div> <\/div>\n","protected":false},"parent":0,"menu_order":0,"template":"","hr_glossary_category":[611],"class_list":["post-188835","hr-glossary","type-hr-glossary","status-publish","hentry","hr_glossary_category-general-hr-terms","description-off"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v27.4 (Yoast SEO v27.4) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>What Is an Agent of Record (AOR)? | AIHR \u2013 HR Glossary<\/title>\n<meta name=\"description\" content=\"An agent of record is a designated representative authorized to manage different administrative HR tasks for an organization.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.aihr.com\/hr-glossary\/agent-of-record\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Agent of Record\" \/>\n<meta property=\"og:description\" content=\"An agent of record is a designated representative authorized to manage different administrative HR tasks for an organization.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.aihr.com\/wp-json\/wp\/v2\/hr-glossary\/188835\" \/>\n<meta property=\"og:site_name\" content=\"AIHR\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/analyticsinhr\/\" \/>\n<meta property=\"article:modified_time\" content=\"2024-04-21T18:25:26+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.aihr.com\/wp-content\/uploads\/agent-of-record.png\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:site\" content=\"@AnalyticsinHR\" \/>\n<meta name=\"twitter:label1\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data1\" content=\"5 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":[\"WebPage\",\"FAQPage\"],\"@id\":\"https:\\\/\\\/www.aihr.com\\\/hr-glossary\\\/agent-of-record\\\/\",\"url\":\"https:\\\/\\\/www.aihr.com\\\/hr-glossary\\\/agent-of-record\\\/\",\"name\":\"What Is an Agent of Record (AOR)? 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