5 Steps To A Successful Payroll Implementation

payroll implementation

Some states have such complex tax and labor laws that if you have employees living in one state but working in another, you will require some unique processes. Termination of employees touches almost every aspect of your payroll processes, from transferring benefits to COBRA to 401K contributions and vesting rules, to unemployment benefits. In addition, there are security concerns and transfer of duties and succession.

The software factors in bonuses, deductions and contributions for 401 and insurance. Some systems include analytical capabilities along with visualizations that provide insight into a company’s processes. A business can use these insights to evolve policies over time and track the effectiveness. The right resources must be made available for the transformation, including dedicated project managers and support teams in both payroll and HR departments. Given the amount of data, processes, and individuals involved, it is crucial that project leaders and stakeholders are very clear about expectations and challenges. Good change management is key, and timelines, requirements, and responsibilities must be outlined carefully and communicated effectively for this approach to succeed.

payroll implementation

Once they have identified the right software programs they work with clients to ensure that they understand how to use it effectively. If you realize that extra help is needed, an implementation process can become an opportunity to recruit internal or external qualified candidates who have an interest in joining the team and help fill the gaps.

Both payroll and HR leaders are able to independently assess their processes and requirements, and implement solutions on a schedule that supports each function’s unique needs. Additionally this approach enables each team to complete onboarding and get up and running on their new system before partnering to integrate data management and processing. However, it can be difficult to maintain enthusiasm for a second change project after already executing a major system transformation.

Integrate Global Payroll Software With Your Management Systems

Figuring out what your company must have to keep up with competitors and keep staff happy is the most essential step before buying new software. It’s much easier to find the best payroll requirements and start looking at the best vendors. By doing your research and putting in the extra work, it’s much easier to create a system you can rely on and a strong foundation for the business. Staying up-to-date on legal statutes when handling financial transactions and contracts maintains a standard of efficiency. The goal of compliance management is to serve as a kind of control over any legal parameters that relate to the software functions.

On the plus side, streamlining compensation saves time, money and helps modernize the business. That’s why it’s important to have the right payroll software so the new process runs as smoothly as possible. PayScale reported that as of 2020, payroll implementation specialists were earning a median annual salary of $59,023. The U.S. Bureau of Labor Statistics indicates that payroll and timekeeping clerks should see -4% decline in job growth from 2019 to 2029. Payroll implementation specialists work with clients to meet their payroll needs. Part of their job involves interacting with clients to develop a clear picture of their business operations and to determine which type of payroll system is best for their company.

How do I manually process payroll?

How to process payroll yourself 1. Step 1: Have all employees complete a W-4 form.
2. Step 2: Find or sign up for Employer Identification Numbers.
3. Step 3: Choose your payroll schedule.
4. Step 4: Calculate and withhold income taxes.
5. Step 5: Pay payroll taxes.
6. Step 6: File tax forms & employee W-2s.

Throughout the implementation process, our team works behind the scenes to configure your database while you receive targeted training to help you get the most out of your Paycor solutions. Implementing a payroll system requires smart planning on the front side. Payroll processing is not customer facing and therefore may be challenged to get management focus or resource dedication. However, it is a critical system and if not done right, you will hear from your employees, your vendors and your government. These are your benefits providers, your federal, state and local government agencies, and your banks.

Our Onboarding And Implementation Team Will Make You Proud Of Your Choice

Completing these time-sensitive tasks in a timely manner is essential to having employees be paid correctly on the first payroll run. One duty role to consider assigning is the Payroll Person Level Administration Duty. This duty role manages individual and group level payroll administration, including managing costing, payment methods, deductions, element entries, and batch data load. You include security profiles in HCM data roles to identify the data that users with those roles can access. You can also assign security profiles directly to abstract roles, such as employee. However, you’re unlikely to assign them directly to job roles, because users with same job role usually access different sets of data. You’re recommended not to assign security profiles directly to job roles.

General human resource management features provide additional tools to aid in every aspect of managing people. Employee information regarding history, performance, compensation and benefits is stored where all HR resources are easily accessed by managers and team members. With comprehensive payroll, HR departments can consolidate all necessary functions into one software, saving time and money. All the incorrect paychecks, missed deductions and input errors cause real pain for employees and managers.

A complete system accounts for all locations of a business and adjusts compliance measures accordingly. Compliance is automated, complete with notifications that alert users of any changes to relevant regulations. Payroll software provides accurate payment deductions and tax calculations on financial transactions. In conjunction with compliance management tools, the solution notifies users of any upcoming deadlines or law changes that could be a cause for error if unchecked. Equally essential, the filing of tax forms such as W-2s and 1099s is automated for timely completion without mistakes. Payroll systems handle the entire process of tax form completion and submission, either digitally or with the help of support. Payroll implementation specialists must have exceptional customer service skills and interpersonal skills because they spend a lot of time interacting with clients.

Compliance management works in the background of other features, so users can focus on business processes without worry. Compliance management features monitor local, federal and global standards to ensure all processes follow necessary laws and regulations.

For standard requirements, it’s more efficient to create the security profiles individually and include them in appropriate HCM data roles. Three critical success factors in the payroll software implementation planning process include processes, data and third party partners. Government agencies play a critical role in your payroll software implementation. Besides reporting taxes, there are different labor laws that your organization will have to comply to. Make sure that your application facilitates with compliance to these laws and regulations.

If you’ve been putting up with a payroll and HR system that no longer works for you and your employees, it’s likely time to take the leap and move to a new system. Switching systems can mean fewer manual processes and streamlined data flows, giving your team more time to focus on more strategic and people-oriented tasks within your department. If you’ve determined switching is the best option, you’re likely concerned about the work involved in moving to a new system.

Hcm Data Roles

Automatic calculations of overtime, premiums and differentials are included in the workforce management of the software, providing proper compensation as a result of accurate time tracking. Most employers prefer payroll implementation specialists with a bachelor’s degree. Studying human resources can be one way to prepare for a career in this field. Payroll implementation specialists may also be required to have industry certification.

payroll implementation

If you use a third party for payroll processing and regulatory filings, their requirements will need to be included in your software implementation strategy. If you don’t already have documented processes, now is the time to start. In addition to the implementation team, a project management team partners with the client to develop an overall implementation plan including supporting documentation and risk mitigation planning. A global payroll process is exponentially more complex, especially when a payroll is divided between people at all different types of employment options. Any given company may include some combination of full-time employees, short-term contractors, and part-timers.

They need analytical skills to be able to effectively assess the needs of the customers they’re working with. They also need computer skills in order to be able to work with the payroll software programs effectively.

Document new business processes and any new terminology to help employees complete system tasks without having to call you or the project manager. Possess a strong background in Payroll/HRIS that includes professional consulting skills, project management and numerous full cycle implementations of various HR/Payroll software products i.e. Have implemented HR/Payroll systems for companies ranging from several hundred to up to forty thousand. Engaged in over fifteen full cycle HR/Payroll implementations holding positions of Project Manager to Lead Consultant Analyst. Security profiles identify instances of Human Capital Management objects. For example, a person security profile identifies one or more Person objects, and a payroll security profile identifies one or more Payroll objects. This topic describes how to create and use security profiles and identifies the HCM objects that need them.

  • The central purpose of payroll software, management and processing tools is to compensate employees correctly.
  • Still, with all the enticing bells and whistles of modern platforms, how do you know what you really need?
  • Some systems include analytical capabilities along with visualizations that provide insight into a company’s processes.
  • The software factors in bonuses, deductions and contributions for 401 and insurance.
  • Payment digital and printed methods must be processed on a daily, weekly or monthly basis.

Helping complementary teams understand the value and purpose of undertaking a payroll transformation can be critical to a successful implementation. Also, timing rollouts to include ‘easy wins’ and minimize disruption to established HR processes can help manage any resistance. Moreover, smart resource planning can ensure that only necessary individuals are involved in the payroll change. If you’re a mom and pop shop with just a handful of employees, your plan will be fairly straightforward.

In order to have a successful outcome, the implementation must be viewed with a project management mentality. Both ends should establish primary points of contact for certain tasks. These key contacts should take on a very hands-on approach and take complete ownership of their part of the project. You can create security profiles either individually or while creating an HCM data role.

The central purpose of payroll software, management and processing tools is to compensate employees correctly. Still, with all the enticing bells and whistles of modern platforms, how do you know what you really need? Payment digital and printed methods must be processed on a daily, weekly or monthly basis.

What is the role of payroll?

Payroll refers to the process by which employees receive their salary. Functions involve balancing and reconciling payroll data and depositing and reporting taxes. The payroll department delivers payroll checks, maintains compliance with tax laws, records paperwork for new hires and edits existing employee files.

Who will approve employee time sheets now that the supervisor is gone? Terminated employees should no longer have access to your internal systems and information. However, they may need access to their medical coverage information or 401K account. If you have a layoff, your employee may be considered terminated, but payroll is still paying them a paycheck.

The Certified Payroll Professional CPP) qualification or Fundamental Payroll Certification may increase job prospects and help prepare individuals for a career as a payroll implementation specialist. A key benefit of the system-by-system approach is that it is not overly taxing on any one team.

Working with unfamiliar technology and people, loading and mapping employee data and history, conducting user training on the new system…it can seem overwhelming. However, you can minimize the stress and workload by following a few essential guidelines for a successful payroll implementation. As you move along the process, your implementation specialist will likely have you review and validate data that is being imported into your system to ensure accuracy.

To manage security profiles, you must have the IT Security Manager job role. Use this offering to set up enterprise structures, legal entities, and organizations to create and maintain information related to people, employment, work structures, and statutory requirements. The offering also includes tasks for defining payroll business objects required for processing and costing payroll, processing payments, and generating statutory reports. Research shows that 70% of implementations fail because they aren’t tailored to a business’s specific needs. While other providers take employee data, add it to the system and fix any problems later, Paycor focuses on accuracy, efficiency and understanding your specific needs.

Salaried employees may not have to enter time but hourly employees may have to use a time clock or turn in time sheets. These types of varying business processes have far reaching implications during a payroll software implementation. Scheduling tools record employee hours and absences in a centralized location. Managers can create schedules based on worker requests and view time tracking data within the software. Furthermore, notifications inform employees and managers of any changes, making scheduling a collaborative effort.