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Tag Archives: payroll solution

September 6, 2017

3 Tips for a Better Payroll Process


Happy National Payroll Week!

First off, I’d like to offer my deepest thanks to those payroll professionals who ensure that we all receive, in a timely and correct manner, the fruits of our labor, or the monetary ones at least!

Secondly, on the subject of how to do payroll better, we’re hearing a lot these days about how best to use time & attendance data to do this, and we want to share some tips.

Anything payroll-related is a tricky topic, because even a small mistake could result in a big problem—especially given the impact a negative payroll experience can have in the constant battle to attract and retain top talent. Improper or late pay is a surefire way to lose employees and damage your reputation as an employer.

But success with the payroll process, like so many other areas of the workforce, is becoming more and more data-centric. And so, effective use of data, especially time & attendance data, must now play a more central role in the process payroll.

To help you establish a best-practice payroll process, one that utilizes and is better connected to your time & attendance data, here are three suggestions:

1. Automate.

Paper-based time tracking and manual spreadsheet data entry are currently part of the payroll process for many organizations. One of the problems with such a system is that a physical paper trail creates multiple sources or places to find data. Not only that, but manual time entry is often laden with errors or incorrect assumptions; errors that are further multiplied when data is entered into more than one system. And of course such work is time-intensive and therefore costly and inefficient.

Automation creates a centralized record of truth thereby eliminating the risks associated with manual data entry error and is available for scrutiny or analysis faster because you have eliminated the time required for looking through files, sorting spreadsheets and so on.

2. Track.

By tracking occurrence exceptions you can gain valuable insights. For example, by tracking anything outside of your attendance policy, like those who routinely clock in early or late and take long lunches, you can learn your workforce’s story and how they operate in conjunction with the schedule. This not only helps you ensure an effective payroll process, but also gives you information needed to influence positive behavior. Furthermore, you can use this information to motivate employees by giving them the opportunity to earn points for positive behaviors such as perfect attendance.

Additionally, employees who know that their occurrences are tracked for anything outside of the organization’s attendance policy are more likely to adhere to the schedule and less likely to engage in time theft activity like buddy punching.

3. Drive.

Your time & attendance data is the crux of payroll, and now that it’s accurate with occurrences tracked, it can be used to support and drive strategies organization-wide—including your learning and talent agendas.

That’s right, not only does accurate data mean accurate payroll, but additional strategic value can be derived from this data when integrated with other HR initiatives. For example, you can make employee engagement natural and continuous by showing your people growth and development opportunities everyday—right at the place where work is being done. Streamlining workflows let’s people clearly see when they need to take training for certifications or to comply with educational requirements.

SumTotal Time & Attendance, a module of our Workforce Management solution, can help your modern payroll department keep pace and ensure that in our data-driven world, both in payroll and throughout your organization, you are maximizing the value of your time and attendance data.

Don’t know where to start? Request a Discovery Call to learn how SumTotal can help you automate, track, and drive with time & attendance data at your fingertips.

May 22, 2017

How to handle a large, dispersed workforce and ever changing government pay regulations


Change is good, but let’s face it, change brings disruption.

And when it is government rules and regulations that are changing, such disruption can significantly impact HR operations. Now on top of everything else, HR must figure out how best to handle this new development, while simultaneously continuing to provide all the other myriad of services without any glitches.

Now imagine that the change encompasses not only how you report the annual income of all employees, but also impacts retirement pensions. And for a staff that already presents challenges given their dispersion across multiple departments, each with their own separate processes and systems.

This is the rather unenviable position we at Gwynedd Council found ourselves in. We needed to figure out a way to incorporate all these new regulations, yet with a process that was also agile and could, in time, adapt should any further changes occur.

To solve this dilemma, we turned to SumTotal’s configurable payroll solution which allowed us to streamline data and bring together multiple payments in an efficient and less time-consuming manner. What further helped is that the new solution also facilitates greater opportunities for reporting analysis, which was hugely relevant given the new regulations around Real Time Information (RTI).

To streamline the process even more, we integrated auto-enrollment in the workforce pension into the system, which made us compliant with all the new changes, without, and this was important, additional workload.

In short, now we are not only in compliance with all the new government regulations, we have eliminated paperwork and labour intensive procedures for processing payments, can now give payroll managers a comprehensive overview of their entire staff for better budget planning and finally, and significantly, can strategically plan for future changes in government rules and regulations.

To read the Gwynedd Council case study, click here.