Implementing a payroll solution, whether it is through software or with an outsourced provider, undoubtedly helps to improve operational efficiency. Before you can enjoy the new time and cost savings, you must first oversee a smooth deployment and transition process.
Here are 10 tips to help make your payroll implementation as smooth as possible.
1. Prepare and Check Important Details
Check employee details and ensure all necessary information is current and recorded, including:
- Tax file number
- Full name and address
- Start date of employment
- Date of birth (if under 21)
- Bank account paid into
- Pay details such as gross wage, allowances, hourly rate, employment period
2. Communicate Expectations
Before signing any contracts, ensure you have discussed your business’s payroll needs in depth so you can immediately implement an appropriate solution. Any sort of misunderstanding can result in delays and additional costs.
3. Check Legal and Regulatory Compliance
Determine how the compliance process will be managed when legal, taxation and payroll tax requirements change in future.
4. Standardise Pay Policies
Review all of your pay policies and procedures to ensure there are no inconsistent applications or outdated/inefficient workflow patterns. For example, shift differentials included in overtime calculations in one department but not another.
5. Develop Realistic Schedules
Work with your payroll provider to develop a flexible but realistic schedule for implementing your new payroll system. Aim to implement at the start of the year or in the first quarter to ensure there’s plenty of time before the end of financial year to familiarise yourself with any new processes.
6. Synchronise Integrated Systems
There are generally one or more systems that will need to be integrated with your new payroll system. Time and attendance, scheduling and accounting software are some examples.
Determine who, if anyone needs training in relation to the new payroll system and organise that as soon as practical. This mainly applies to in-house payroll software as opposed to an outsourced payroll solution.
8. Test the System
Before rolling the software out, you should thoroughly test every aspect of the new system to ensure data is accurate, payrolls are processed accurately and that the system does improve operational efficiency.
9. Communicate with Staff
Remember to maintain regular, consistent and transparent communication with your staff throughout the implementation process. Your employees are the key to determining how well the new payroll system is functioning and whether anything can be done to improve it.
Ensure you continually review how the new payroll system is performing with staff, your payroll providers and any other relevant persons.
Aussiepay - Quality Software and Outsourced Payroll Solutions
Aussiepay is Australia’s largest owned and operated payroll provider, with more than 24 years of experience. We offer a range of flexible and scalable payroll solutions for businesses of all types and sizes. With a tailored, fully outsourced service as well as a software solution on offer, we can find the right choice for you.
If you’d like to talk about how we can help you with your payroll, get in touch today by calling 1800 729 765 or contact us online.