5 Questions to Consider Before Beginning a Payroll Implementation

Planning a payroll implementation? Here are some items to consider!

Who should be involved?

After you have decided to change payroll providers and have chosen a partner that best fits your needs, the next step is to decide who needs to be involved. Consider these questions to help make those decisions:

·         Who will be importing and preparing your payroll?

·         Will supervisors or managers need to be involved in the process at all?

·         How many people do you want to have trained on the new system?

Once you've answered these questions, you'll know who will need to be included in each stage of the process. 

How long will the implementation take?

Depending on the size of your company an implementation can take anywhere from 2-8 weeks, from the first kick-off call to when your payroll goes live with the first check date. Be sure to work with your payroll partner to give yourself enough time to get everything set up and running smoothly. You will want to create a realistic timeline that both parties are committed to.

What Information needs to be gathered beforehand?

If you have been processing payroll you've probably noticed that there is much more to payroll than just tracking each employee’s hours! Make a list of everything that is needed to process your company’s payroll. A few examples are garnishments and levy information as well as scheduled earning and deduction information.   

Will there need to be any new hardware installed?

Many times if you are changing your payroll provider you may also upgrade your time keeping system. If so, make a check list and timeline of what needs to be done and how long it should take to complete those tasks.

Who will be trained and how much training is needed?

Decide who will need to be trained on your new process for payroll and if supervisors or managers will need training on any new devices that will be implemented. Consider how your process will change, who will be involved, and what those roles will be. Then allocate time needed to train them. Also, make sure that the payroll provider you select is willing to dedicate time to the training as you need it! 

The Author: Amber Borland, FPC

Implementation Specialist - Payroll

abgncs.com/payroll

aborland@abg-mn.com

Disclaimer: This blog is of an informative nature and should not be taken as advice. Please work with the appropriate parties for those services. 

5 Things to Consider When Switching Payroll Providers

Processing payroll for your company is one of the most important tasks your organization manages from week to week, and it needs to be completed on time and accurately! That is why there are many things to ponder when you're considering switching payroll providers. Here are five things to think about before choosing a new payroll provider:

1.   How does implementation work? This is going to be the first time that your company and the new provider work together. You're getting to know each other and how you both do business. You will want to make sure that there is a main point of contact to reach out to with questions that you have, who will be a able to provide a quick response. It is also important that the provider has a implementation process to make sure that the project stays on track. Make sure to inquire about the amount of work you are responsible for and how much the payroll provider is handling.

2.   Who will handle payroll processing? It is  important to have someone to reach out to when you need assistance, especially when dealing with a new software solution. In most cases it is nice to have a dedicated person to work with so that you're not training the person each time you call. Be sure to ask the question of who will be processing your payroll, and how will you be able to contact that person. Your time is valuable and you don’t want to get stuck on the phone trying to get through to a real person.

3.   What additional services do they offer? Make a list of "must haves". This could be an Employee Self Service Option, WC Pay As you Go Insurance, HRIS system, remote access to the software, or an HR resource, and the list could go on. Once you have a list, you can compare the options that each provider has and really drill into what is important to you. In addition to the list, are there some services that the provider is able to offer that would help make your life easier? Make sure you ask questions about features that help streamline your payroll process. Also think in terms of the big picture. Is it possible they could provide other benefits including health savings or retirement services? Would it make everyone's lives easier to bundle some of these services? 

4.   How does pricing work? Every payroll processing company has their own pricing structure and a different approach to including or excluding additional services. Make sure you understand what's included and which services will cost you additional money. A quick list of things to ask about is:

a.  How is the tax filing charged? What if there are amended    returns needed?

b.  Reporting -- what reports are included and what reports are additional? Can you write your own, if so is this an additional charge? How will you get your reports? 

c.  What is included in the payroll processing charge? 

d.  Is there a charge for Employee self service?

e.  Is there a charge for additional administrator access to their system?

5.   What do they offer for tax filing services? It is important to ensure that the provider you choose offers everything you need for tax filing, this includes federal, state and any local tax deposits as well as quarterly and annual forms. 

Let us take some of the weight off your shoulders. 

Keep in mind that it is also important that the payroll provider fits the needs of your business and is able to grow with you. If you are interested in payroll services, Alliance Benefit Group North Central States, Inc. would be happy to provide information and offer guidance during your evaluation. 

The Author: Alysha Frie, FPC

Payroll Sales Consultant
abgncs.com/payroll
afrie@abg-mn.com

Disclaimer: This blog is of an informative and educational nature, and should not be considered legal, financial or operational advice. Please contact the appropriate parties for those services. Thank you.