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Payroll Vendor SelectionGlobal and Domestic
Presentor:Jeff Hill, CPP, PMPAXIA 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
PeopleSoft Payroll Certified Worked with ADP, Ceridian, Celergo,
Patersons , etc
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
Terms
Global Payroll Aggregator In-country Provider (ICP)
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
Before the RFP
Know Yourself!
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
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?
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.
Flexibility may be your key driver!
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?
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
What are my current business processes?
Definition of business process is important
Metrics of current system Work around processes that were
developed
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
Defining your selection team
You want representatives from: IT Payroll Finance Leadership Legal & Compliance HRIS Treasury
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
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
The Request for Proposal Process
Training opportunities Insurance References
Ask for specifics
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
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
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
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
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
Questions?
For further information
Jeff Hill, CPP, PMPHome office: (740) [email protected]://www.axiaconsulting.net
For more information on Workdayhttp://www.workday.com
Thank You!