Questions to Ask Before Selecting a Global Payroll Provider

Questions to Ask Before Selecting a Global Payroll Provider

Phil Calandra, VP Global Channels & Alliances, SafeGuard World International

Certified integration value-drivers Reduction of both time to value and

project risk

Radical reduction of integration cost, both initial and long-term

Fast & reliable implementations

Round-trip integration

Inbound• Payroll results loaded

into Workday• Standard input file• Payroll in local

currency

Outbound• HR data• Standard output file• Configurable• Auditable• Multiple formats

Payroll(US & Canada)

HCM

WorkdayTime Tracking

Cloud Connect for Third Party Payroll

Payroll Results

GlobalHR Data

Payroll Provider Integration with Workday

Global Payroll Provider

How Does the Process Work?

Questions You Should Ask

• In-Country Payroll Charges - True Cost?

• Time Zones - How do you manage a ‘round-the-clock’ project?

• Payroll Balances - Can I do a mid-year conversion?

• Implementation - How long does it take?

• Time Entry - Do you have a portal that EE’s can use?

• Data Privacy - What do I need to know/do?

• GL Files - How are they formatted/delivered?

• Gross-to-Net Calculations - How and Where are these performed?

Questions You Should Ask

• The Real Cost = Local Payroll Fees PLUS:‒ Training classes and seminars annually‒ New legislative requirements‒ Backup Resource‒ Auditing & SOX compliance‒ Disaster Recovery Plan

Country Charges

• Group countries in similar time zones into the same project phase

Time Zones

• How do you provide balances for a mid-year implementation?

1. Spreadsheets

– If this is the answer, do not do a mid-year implementation

2. Payroll Registers

Payroll Balances

a 7 countries

2 month implementation Go Live: Month 3

Workday integration Go Live: Month 4

8th country Go Live: Month 4

9-10th countries Go Live: Month 5

1

WAVE

2WAVE

Replace Legacy ERP

600 Employees

10 Countries

3-5 Month Deadline

The Solution

Typical Deployment Timeline

Not Enough Trained In-Country Resources

Limited Data Access

Short Timeline

3 Things That Slow Many Implementations

• What You Should Consider‒ Your business process‒ How you capture local time data‒ Going from a decentralized to centralized model

• What You Should Ask a Provider‒ Do you have certified integrations?‒ What about interfaces?‒ Where does time evaluation take place? (Payroll providers want Hours @ Pay Code/

Rate)

Time Entry

• Consider Employment Contract implications around movement of data ‒ This probably came up in your Workday deployment, anyway

• Check vendor Privacy Controls‒ Audit Standards

• Remember it is still your data – you’re not outsourcing the responsibility for it

• Use PGP Encryption on files flowing between you and provider‒ Workday makes this process easy

• Remember the Data Privacy landscape continues to evolve; keep in touch with Legal on implications for HR and Payroll

Data Privacy

• If you can’t get a good GL file, you’re probably not going live

• GL files should be delivered monthly via an SFTP site

• You should be able to get as many formats as you need

• A Global Payroll vendor should be able to take your requirements and create each country’s file format & Chart of Accounts/ Reporting Structure

GL Files

• How and Where are gross-to-net calculations performed?‒ In-Country Partner (ICP) network

Do you have ICPs in every country I require? To whom do I speak for every payroll that I run?

‒ Gross-to-net software Do you have staff in every country I require, or who are my country-specific experts for every

payroll? What if my tax filings or payments are incorrect? Who can help resolve that, is in the local time

zone, and knows the local language and customs?

Gross-to-Net Calculations

Your Global Payroll Provider Needs To Play “Nice” With Workday!

• Certified outbound integrations

• Labor costing integrations into Workday

• Global access to payroll data

• Global reporting‒ Reporting in your currency

• Analytics

• Pay slips online and mobile‒ Compliant and in local language

What You Should Expect

Example Employee Portal

Example Employee Portal

Reporting in Workday

• Corporate Visibility

• Disaster Recovery

• SOX

• Feedback

• Partnership

What Separates Good from Great?

• Phil Calandra‒ philcalandra@safeguardworld.com‒ +1 (650) 242-4437

• SafeGuard World International‒ info@safeguardworld.com‒ +1 (737) 704-2200‒ Corporate HQ: Austin, TX‒ European HQ: Sandbach, Cheshire, England

Contact Information

TM

Thank You