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) 513-4157Jeff.hill@axiaconsulting.nethttp://www.axiaconsulting.net

For more information on Workdayhttp://www.workday.com

Thank You!