Common Payroll Implementation Mistakes and How to Avoid Them

Working with unfamiliar technology and people, loading and mapping employee data and history, conducting user training on the new system…it can seem overwhelming. However, you can minimize the stress and workload by following a few essential guidelines for a successful payroll implementation. To manage security profiles, you must have the IT Security Manager job role. Use this offering to set up enterprise structures, legal entities, and organizations to create and maintain information related to people, employment, work structures, and statutory requirements. The offering also includes tasks for defining payroll business objects required for processing and costing payroll, processing payments, and generating statutory reports. Research shows that 70% of implementations fail because they aren’t tailored to a business’s specific needs.

  • This involves standardizing processes across various markets, automating work to reduce errors, and unifying systems to reduce operational complexity.
  • Failing to meet the deadlines for report filing or tax payments can cost organisations heavily.
  • In fact, the payroll department is one of the most difficult to handle since it’s complicated to adopt systems that works and that give great results.
  • While certain data points are non-negotiable, you need to discern what’s essential.
  • ” Remember that a salesperson will generally be less familiar with the ins and outs of payroll compliance and may be quick to say “Yes, of course we can do that!

You will want to bring over accurate payroll data for those pay periods you miss by starting later in the year. Functions involve balancing and reconciling payroll data and depositing and reporting taxes. The payroll department delivers payroll checks, maintains compliance with tax laws, records paperwork for new hires and edits existing employee files. Compliance management works in the background of other features, so users can focus on business processes without worry. Compliance management features monitor local, federal and global standards to ensure all processes follow necessary laws and regulations. A. When selecting an HRMS software, it is essential to consider several key features that will meet your organization’s unique needs.

Main Elements of a Project Plan Template for Payroll Implementation

If you’re planning on expanding to a location and you’ve hired your employees, it’s time to begin with the onboarding process. I learned the hard way not to transition payroll systems mid-year, or worse, mid-quarter. Timing your go-live date with the regular payroll filing schedule will help stave off mistakes on quarterly payroll tax filings (and subsequent amended filings to correct them). Starting at the beginning of a tax period will also streamline the yearend W2 reporting process. It is easy to forget just how much filing goes into proper processing of payroll.

  • ” I have learned through the ups and downs of this process that a successful setup and implementation sequence is what makes all the difference.
  • In this article, we will look at 12 easy steps for implementing a new payroll system.
  • I made it a point to read every review, to reach out to colleagues to learn from their experiences, and to better understand the range of payroll providers and payroll systems on the market.
  • If you’re integrating different systems, this test ensures that they communicate well.
  • Your best option depends on the extent of your overseas operations, the capability and capacity of your in-house teams, and the speed of any international expansion.

It not only helps in establishing a clear trajectory but also assists teams in maintaining a laser focus on the end goals. The first essential step in any project is to acknowledge and document potential risks. Creating a ‘risk register’ from the outset helps foresee challenges and paves the way to address them proactively. Don’t be afraid of these risks — being prepared for potential pitfalls means you’re better equipped to navigate them. You’re finally taking the (admittedly daunting) dive into bringing your payroll system into the modern era, and to say you have a few questions would be an understatement. We’ve had that feedback from almost every business we’ve helped implement a new payroll system, so we decided to provide a full roadmap to get you from A to Z.

How can you ensure a smooth integration of your payment solution?

That’s why your new payroll provider should offer one-on-one training and on-demand training access to ensure you’ll be a pro behind the wheel. This is where implementation specialists roll up their sleeves and get to work, starting with extracting all of your data from your previous system. An implementation specialist should be meticulous with their review process and verify everything for accuracy. Trust us, you don’t want to start this journey on a bumpy ride with inaccurate data.

Business processess

Once you have this figured out, you can start looking for a partner that provides you the solution you expect. Raised in a family of lawyers, I was always told that a verbal contract is only as good as the paper it is written on. Verbal agreements can be forgotten or misunderstood, so having documentation that clearly outlines responsibilities and expectations will avoid confusion throughout the implementation process. Having a tangible document will make an excellent “go-to” reference when trying to settle disputes, and more importantly, can act as an implementation checklist during the setup process.

Evolving payroll needs

This allows you to ensure a better collaboration with your service provider. Once you know your needs in terms of your payroll process, you have to look for a service provider that can give you a proper solution. The next step in your payroll implementation should be connecting with local partners to consider which one of them could assist you. Payroll processing and administration has always been a big headache for many businesses.

Successful Implementation Checklist

Before we get started, we’ll walk you through the process and timing so you know exactly what to expect. If you need support with global payroll implementation, get in touch with Horizons today to discuss your requirements and receive a bespoke quotation. After selecting a vendor, you must jointly lay out a detailed roadmap to your ultimate goal of first successful payroll with your new system.

Since you are familiar with your existing payroll system, you will know what to expect. This will make it easier to conclude whether the new system is working efficiently. HR professionals need to be experts on recruiting compliance and avoid falling foul of changing regulations. Resistance to change is natural for most people, but counterproductive when moving to a new system. It’s important to shift from a mindset of “that’s not how we do it” to exploring what the new system offers. While certain data points are non-negotiable, you need to discern what’s essential.

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