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Mitigating Risks and Ensuring Compliance

Jay KalantarChief Operating Officer

EPAY Systems, Inc.


Paper Payroll Process

Payroll

Employees FieldManager

Clock Card

04:0108:0312:1014:05

AreaManager BUDGET

Fax/mail

Approved Timeshee

tMon 8 REGTue 7.5 REG

Wed 8 REGWed 1 OT

Timesheet(weekly/

biweekly)Mon 8 REG

Tue 7.5 REG

Wed 8 REGWed 1 OT


Paper Payroll Process

Payroll

Employees FieldManager

Clock Card

04:0108:0312:1014:05

AreaManager

BUDGET

Fax/mail

Approved Timesheet

Mon 8 REGTue 7.5 REG

Wed 8 REG

Wed 1 OT

Timesheet(weekly/

biweekly)

Mon 8 REGTue 7.5 REG

Wed 8 REG

Wed 1 OT


Electronic Payroll Process

1. Crew arrives for work and punches IN to workTimeclock vs. punch device

5. On payroll day, Supervisor reviews crew’s timesheets and send them to payroll

2. Crew performs his/her activities

6. Payroll reviews and approves payroll. Payroll is processed and employees are paid

3. Crew punches OUT from leaves

7. Management tracks operational performance and tries to identify risk and gaps to improve performance

4. Supervisor reviews attendance and responds Crew’s actions

8. When someone’s attention is needed the system sends alerts and notifications.

Supervisor

Exec

Payroll

Worker

Worker

Worker

Supervisor


The Digital “Paper” Trail

• Payroll technology starts a digital “paper” trail – capturing payroll activity and creates “data DNA”

• Employee payroll activities are readily accessible as well as transparent

• Data can be pulled in real-time and helps identify root causes of issues with compliance

• The data can reveal certain employee behavior and trends – e.g. missing meal breaks, tardiness, etc. Using data analytics, employers can identify the key drivers for improvements.

• Paper payroll process is prone to errors and creates higher risk.


Flagging Risk

• Use “data DNA” to identify risk through trends in employee or/and management behavior.

• Reports can find signatures of potential issues. For example:

o How large is the variance between rounded and actual hours?

o How often are employee hours altered?

o What events trigger these alterations?

• Work with your payroll partner to set benchmarks (e.g. % of punch alterations, % overtime)


Setting Corrective Action

• The key to reducing exposure is by systematically addressing identified risk behavior – implementing compliance control.

• Effective compliance control means proactively resolving all deviations and documenting the action taken, creating audit trails.

• Proactively following a corrective action plans to ensure that issues will not fall through the cracks.

• For effective compliance management, businesses must implement corrective processes across the organization.


About EPAY Systems

• EPAY Systems is a leading provider for Time and Labor management, specializing in solutions for corporations with a distributed workforce.

• Our compliance-centric products collect, manage and process employee payroll data via web, timeclocks, phone and mobile devices.