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Payroll Vendor Selection Global and Domestic

Payroll Vendor Selection Global and Domestic . Presentor: Jeff Hill, CPP, PMP AXIA Consulting, LLC. Introduction. Jeff Hill, CPP, PMP Doctoral candidate in IT Leadership 25 years in payroll solutions Employed by AXIA Consulting Workday Certified Payroll Principal Consultant

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Payroll Vendor Selection Global and Domestic

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  1. Payroll Vendor SelectionGlobal and Domestic Presentor: Jeff Hill, CPP, PMP AXIA Consulting, LLC.

  2. Introduction • Jeff Hill, CPP, PMP • Doctoral candidate in IT Leadership • 25 years in payroll solutions • Employed by AXIA Consulting • Workday Certified Payroll Principal Consultant • PeopleSoft Payroll Certified • Worked with ADP, Ceridian, Celergo, Patersons , etc

  3. Payroll Vendor SelectionGlobal and Domestic • Objectives from your payroll vendor • Before the RFP • Defining your selection team • The RFP Process • RFP Analysis • Implementation Phase • Questions

  4. Terms • Global Payroll Aggregator • In-country Provider (ICP)

  5. Objectives from your Payroll Vendor • Gross to Net Calculations • Print Checks and transfer funds • Reporting • Statutory filings • Interfacing to other systems • Integration into YOUR company

  6. Before the RFP Know Yourself!

  7. What is my workforce like? • Hourly, Salary, Exception Hourly • Exempt, Non-Exempt • Unions • Series of pay elements • Taxing jurisdictions • Interfaces and providers • EXPATS and Shadow Payrolls

  8. What is my workforce like? • How does it relate to your revenue stream? • Do you produce a product • Are you a knowledge-based PEO • High-touch employees • Typically contract based • How flexible does your payrolls solution need to be?

  9. What is my workforce like? • Flexibility may be needed by a PEO • Employee living in Isle of Jersey, working in London for three days; exempt from UK social insurance • US National working in a Singaporan company, a subsidiary of a US company paid in US Dollars, not SG$ • US worker in New York, lives in Connecticut with company paid apartment on Wall Street.

  10. Flexibility may be your key driver!

  11. What is my technology like • Is your current payroll system your HR system of record • Report writer • Do you have an ERP (i.e. PeopleSoft, Oracle, SAP, Workday) • How will you get your data to the pay solution?

  12. What are my individual country requirements • Local jurisdictions may have more generous benefits • Must understand statutory requirements for each office • Argentinian pay log • Holiday requirements in Sweden and Italy • Crew workers in China

  13. What are my current business processes? • Definition of business process is important • Metrics of current system • Work around processes that were developed

  14. What does my vendor need to accomplish? • All payroll solutions do the basics • Gross-to-net • Statutory filings • Technology integration • Banking • Does my company have special banking relationships

  15. Defining your selection team • You want representatives from: • IT • Payroll • Finance • Leadership • Legal & Compliance • HRIS • Treasury

  16. The Request for Proposal Process • Description of the solution • Detailed breakdown of the business process • Description of technology • Integration points • Include any file layouts • Costs • Include consulting, one-time and year-end

  17. The Request for Proposal Process • Financials and compliance • Data privacy controls • Especially important with EU • Service Levels • Include credits for errors • Relationship with sub-contractors/ICP • Sample project plan for implementation • Resumes of consultants

  18. The Request for Proposal Process • Training opportunities • Insurance • References • Ask for specifics

  19. RFP Analysis • Score the RFP assigning a weighted score for each item • Typically unique to the client • Review for functionality • Self Service • Time Keeping tools (i.e. KRONOS) • Integration • Absence Tracking

  20. RFP Analysis • Review for functionality • Banking • Special Requirements • Currency • Review for finances • Insurance • Insure compliance with regulatory agencies • Note anything that may happen with your employees data

  21. Implementation Phase • Have a solid project plan • Have a solid design • TRAIN TRAIN TRAIN!!!!! • Don’t skimp on this one! • Understand the business requirements of the country you are working with

  22. Implementation Phase • Keep and maintain an issues log • Have a solid testing strategy • Minimum of two parallel tests, depending on the country • Don’t hesitate to push back on the provider • At go-live, detailed data validation

  23. Conclusion • Focus on knowing yourself as a company and your employee population • Ask what is important to you as a company including proof of statutory requirements • Analyze and score based on what is important to you • Don’t skimp on testing and training

  24. Questions?

  25. For further information Jeff Hill, CPP, PMP Home office: (740) 513-4157 Jeff.hill@axiaconsulting.net http://www.axiaconsulting.net For more information on Workday http://www.workday.com

  26. Thank You!

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