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Damian Membrey Payroll Services Manager, Monash University
November 2018
25 strategies for Payroll Success
TAPS – 2018 Workplace Review
What is success?
Definition: “The accomplishment of an aim or purpose…”
“If you fail to plan, you are planning to fail”
– Benjamin Franklin
Know your organisation. 1.
Study your organisation’s strategic and operational plans if they are available. If not, find out from senior management what is important to the organisation and then link this information to your strategic and operational objectives.
Create a Strategic plan and Operational plan for your Payroll department 2.
• A strategic plan will assist to ensure the roadmap to future delivery of services is
maintained or improved
• Having an Operational plan assists with prioritizing the delivery of services.
Know your organisation’s technology roadmap. 3.
The technology we use today and how we use it may not be appropriate in the next decade. Organisations that have a technology roadmap will leverage the benefits of improved technology. Be sure you are on the right road.
Know what system advancements and functionality is available. 4.
To support and improve your operation and potentially influence your organisations technology roadmap it is important to keep connected with available technology
Know your Crisis Management plan 5.
Crisis Management plans are important documents that will significantly help if a crisis occurs. Make sure you have one and know how and when to invoke it. Maintaining a list of incidents is beneficial for formal follow up and review. Ensure processes are in place to minimise and reduce future incidents.
Create a quality cycle strategy 6.
A quality cycle strategy links processes. This ensures you have a comprehensive approach to identify areas of focus and how this links to corrective or improved outcomes.
Data Management
Systems management
Service delivery & Communications
Skills, documentation &
training
Measure, review and
improve
Create an audit strategy 7.
An audit strategy should cover internal, external and self audit processes. It outlines your approach to audit and identifies issues such as approvals required for release of information, time frames for response, staff responsible for preparation of Management responses etc. A self audit calendar of areas to periodically audit and sign off assists in overall Audit comfort and compliance. If there are issues, YOU want to find them (and fix) before the Auditors.
Have processes to identify payroll fraud. 8.
Linked to your data management strategy and your audit strategy, it is important to have specific process in place to identify any potential for fraud such as monitoring processes with regard to the update and change of banking details etc.
Create a communications strategy 9.
Knowing your stakeholders and assessing their needs will assist in delivering better service and outcomes. A communications strategy will include templates for information delivery, along with agreed service level response times for enquiries.
Create an inquiries strategy 10.
Linked to both communications and quality cycle strategies, the inquiries strategy will ensure consistency in dealing with inquiries. This provides details of escalation points and contacts.
You need a staffing strategy 11.
Linked to your company policy and procedures, a staffing strategy assists with retention and succession planning. It identifies your approach to training and development, communications and performance review process.
You need a data management strategy 12.
Managing your data by documenting what is required and categorising data as critical, important and standard will assist with improved outcomes.
You need a system maintenance strategy 13.
A system maintenance strategy will include test cases to be completed to validate the accuracy of system upgrades. It will also identify risks and how improvements are managed and prioritised.
Create a payroll calendar 14.
Having a single repository for all known deliverable tasks will assist to ensure all tasks are delivered.
Create a repository for processes, procedures and checklists 15.
Having a single repository for all policies, procedures and associated documents will assist with ensuring all tasks completed consistently.
Create an overpayments strategy and register
16.
Linked to your data management strategy, you need to ensure that you have processes in place to identify causes of overpayments and also ensure that recoveries are in accordance with your recovery strategy.
Create a strategy for obtaining information 17.
It is critical that when information is released from Government and associated agencies that impact on the entitlements and payments to staff that you are aware of these issues.
Build a network of support 18.
By being connected you will share with others both internal and external to your organisation support for managerial, system, operational and legislative issues when needed.
Reporting on performance. Know your payroll. 19.
Linked to your data management strategy. Have reports available to identify error rates, overpayments, underpayments etc. Benchmarking these indicators will assist to determine how effective your Payroll Operation is.
Know your cost of delivery. 20.
Compare over time to establish an efficiency rating. Cost per payslip is only one indicator.
Create a records management/retention strategy 21.
Compliance with record keeping requirements is vital. Ensure you have a documented and compliant strategy and have access to your records when required. Review it often.
Ensure you have an appropriate privacy, records management and data usage policy and strategy
22.
Compliance with privacy requirements is critical. Ensure you have a documented and compliant strategy which includes the use and storage of private information.
Ensure all payments and entitlements meet your organisations delegation of authority policy and procedures.
23.
Compliance with your organisations approval requirements is vital. Ensure the reconciliation and sign off of the pay run is appropriately authorised.
Ensure you have processes and networks in place so that Payroll is represented
24.
Be linked into discussions on future changes with your organisation such as enterprise bargaining negotiations, mergers and demergers and any issue that is likely to affect the management of employee entitlements and payments. Don’t be the last to know.
Have FUN 25.
Managing Payrolls is complex and stressful. Strive to remain calm and have fun.
Celebrate the Victories and
Celebrate your Team.
