To help ensure the company’s payroll department is as efficient and successful as possible, the following offers a list of seven common challenges that a modern payroll department may face, as well as tips on how to overcome them. The challenges vary from changing perceptions of payroll within the organisation and becoming a proactive function, to keeping up with changing legislation and reducing costs.
1) Payroll is undervalued in today’s organisations
Payroll is often taken for granted and viewed as no more than a commodity within many companies. Most employees will have limited knowledge of payroll and the important function that it plays; it may be seen as an administrative burden that is necessary, but provides no real added value to the business.
It is a constant battle for payroll professionals to change the perceptions and pre-conceived ideas of their role in a business. For those who suffer from this issue, ask the following questions:
- What are the core elements and characteristics of your service?
- What do other departments need to know about your service, its benefits and how best to use it?
- What is the most effective communication media for distributing this message?
2) Making the move from a reactive to proactive function
One of the reasons that payroll may be undervalued in the company could be that it is often seen as reactive. Employees need to be paid, so payroll arranges wages. Management require certain information, so payroll provides a report.
With commercial payroll software there is a huge range of different, often customised, reports which can be created. More often than not though, these reports are pulled as a force of habit, but the data is not properly analysed.
There is a huge opportunity for payroll to have a hand in influencing company strategy, providing they can provide adequate information to the relevant decision-makers.
For example: a business may be employing staff members to do an increasing amount of overtime, which pays a higher rate than usual. Payroll could analyse the long term costs of this and offer alternative, more sustainable options, such as bringing in a new employee to work part-time.
3) Keeping up-to-date in a constantly changing world
The world is constantly changing, but in recent years these changes have been occurring at an ever increasing pace. They can fall into a variety of different categories:
- Technology: Smartphones, tablets, cloud computing and digital payslips.
- Legislation: Real time information (RTI) and automatic enrolment.
- Work habits: Increased career mobility, telecommuting, and field-based jobs.
- Environmental: Increasing corporate social responsibility and ‘green initiatives’.
In order to remain competitive and successful, companies need to be adaptable and willing to embrace change. Payroll can be viewed as an old fashioned, out-dated business function but this doesn’t have to be true!
Don’t be afraid of change, more often than not by welcoming change you can actually cut costs, save time and improve efficiency.
4) Dealing with Real Time Information
In April 2013, Her Majesty’s Revenue and Customs (HMRC) in the UK introduced the biggest change to payroll since pay as you earn PAYE was implemented almost 70 years ago.
Real time information (RTI) requires employers to submit PAYE records to HMRC on or before each time they pay employees, rather than annually at the year-end.
Despite RTI being compulsory for most UK employers, a recent study found that almost 600,000 PAYE schemes had still not switched to the new process and could face penalties from HMRC.
There are two key things that businesses need to ensure they are prepared for in order to operate their payroll in real time:
- Make sure you have RTI-compliant payroll software or use an RTI-compliant outsourcing partner.
- Make sure your provider has a range of RTI support options to help you through the transition and give you the best possible advantage.
5) Preparing for automatic enrolment
Automatic enrolment is one of the main components of UK workplace pension reform, which is being introduced to counter the trend that people are living longer but saving less for retirement.
Automatic enrolment is being rolled out in stages, called staging dates, with some of the largest companies already staging in October 2012.
Leading industry experts suggest that businesses should start preparing for automatic enrolment 18 months before their staging date, so UK companies should already be beginning to think about the next steps they need to take.
Payroll will play a major role in ensuring compliance with automatic enrolment so it is vital that each department is educated on the changes and the new processes it will need to follow.
6) Software limitations
When it comes to using commercial payroll software there are two issues that companies may encounter.
- Your payroll software has limited functionality and therefore cannot perform certain tasks.
- Your payroll software has the functionality to perform the tasks you need, but your knowledge of the software is limited so you cannot use it to its full potential.
These issues are both very easy to overcome with a couple of simple steps.
Firstly, when choosing payroll software, work out exactly what functionality is needed and try to anticipate any functionality that may be required in the future. Obviously, predicting exactly what will happen is not possible, but attempts to ‘future proof’ systems can be a huge benefit in the long run.
Secondly, make remain up-to-date with the latest software and any changes to legislation. This will not only save time in future, but will enable software to be utilised to its full potential while remaining compliant.
Running an effective payroll department can involve a number of different costs: purchasing software, spending time learning how to use it, and employing individuals to run payroll.
Although there is free payroll software available, sometimes paying for software can be a better option in the long term, as you may provide inclusive support and upgrades as part of the subscription.
Having the right payroll software in place can actually save time and money, as once the software is installed and staff are trained, submitting records to HMRC or paying employees can be done with a few clicks of a button. Companies can also have access to a range of custom reports, allowing them to gather and analyse huge amounts of data with ease.
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