The Modern Rules Of Payroll Processing Training.
In a traditional payroll department that is indifferently managed, the payroll department employees spends most of its time on payroll data entry for the next scheduled payroll, and cleaning up errors and mistakes from the last payroll. The nature of this work has two consequences
- The payroll staff works on nothing but data entry-level tasks; and
- The department is so inundated with the high volume of transactions that it never has any time to spare for systemic improvements.
This article describes a fundamental change in the responsibilities and work flow of the payroll department, which ultimately transforms it into a smaller group of well-trained employees who monitor transactions being entered into the payroll system by people outside of the department, and who are process specialists who are committed to continually enhancing the efficiency and effectiveness of the department.
The employees of the payroll or accounts department professional training so as to process the needs of your business.
An employee in the payroll department needs a broad skill set in order to work at an optimal level of efficiency. These skills become more broad ranging over time, as the department moves away from data entry tasks and into data analysis and system installations. Also, the legal requirements associated with payroll are considerable, and are increasing in complexity every year. Further, as the department rolls out a variety of payroll tools for employees to use throughout the company, the payroll staff must enter into a training role, where they show employees how to use these tools. Clearly, there is a need for a comprehensive and on-going training program for the entire payroll staff.
In a modern, thoroughly computerized payroll department, the staff should receive training in the following areas:
Payroll software. Every payroll software package has a different set of commands, modules, file structures, and so forth, and employees must be fully aware of how to handle transactions through the software. This usually involves a separate training class for each module of the software. Even if payroll is outsourced, the supplier’s online software must still be accessed, so training in its software is required.
Payroll processes. There is a particular flow to payroll processes that is driven by the level of automation, the type of software, and payroll regulations. Employees must be thoroughly familiar with these processes.
Regulatory changes. There are regulatory changes every year that impact the payroll department. While the payroll manager could simply send everyone to a conference to learn about the most recent changes, a more cost-effective approach is to have a consultant monitor the changes and create a custom in-house training class to convey these changes to the staff. The latter approach requires a significant consulting fee, but keeps the staff in-house for the training, thereby avoiding travel and conference fees. It also results in a seminar that is expressly designed for the needs of the company and the locations where it has employees
Data analysis. As the department shifts away from data entry, there is a greater need for the payroll staff to review data entered by others, to verify that it is correct. This calls for training in report writing software, so that they can create a set of standard analysis reports that highlight possible data entry issues.
Training skills. When the payroll department pushes software and hardware out from the department for use by other employees to enter information, it must also take on the task of training employees in their use. Consequently, several members of the department should be taught how to train others.
It is difficult to standardize payroll training for everyone in the payroll department, since some people are specialized on specific tasks, and their skill sets do not need to extend beyond those areas. Also, some people have more experience than others. Consequently, ascertain the skill set required by each person, and the specific areas in which extra training is needed to bring them up to the required standard. Then create a training plan for everyone in the department, and go over it with them on a regular basis to review their progress in meeting their training goals.
In today’s competitive environment, many business owners are looking for ways to streamline their company operations, freeing them to focus on more important tasks such as customer service, boosting profits and planning for future growth. Outsourcing payroll is one way to reduce administrative duties and give managers and employees the flexibility to focus on moving the business forward.
Today’s payroll – even for the smallest of companies – requires trained accountants with expertise in payroll regulations, government compliance and computer technology to process payroll efficiently and accurately.
For these reasons, many businesses are outsourcing payroll, which basically means hiring someone outside the company to handle payroll duties and other related operations. These independent payroll outsourcing solution providers can simply cut paychecks or provide a comprehensive solution, offering a variety of integrated services.