Simplify global payroll with automation

Simplify global payroll with automation

Introducing automation to your global payroll process can simplify the management of global payroll, reduce errors, improve data security, and facilitate better compliance.

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Table of Contents

The Need For Automation 01

Page 3

What Is Automation?

02

Page 4

How Automation Improves Global Payroll

Page 5-6

03

Introducing Automation

Page 7

04

Payslip And Automation

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Page 8-11

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1. The Need For Automation

The Pain

Payroll professionals at multinational employers around the world are all too familiar with the below pain points associated with processing international payroll:

Time consuming data entry Manual input, checking and validation Frantic searches for old emails Complex excel spreadsheet analysis Double-checking local provider or payroll engine inputs

Manual, time-consuming, awkward, error-prone and dated are the words many payroll professionals use to describe a lot of the daily tasks they perform. They also observe with a little envy, some of the innovative digital technology in operation at other business critical functions and wonder when a similar digital transformation is going to happen in global payroll, when it is obvious that the technology exists to make this happen. It is also no longer acceptable to have valuable expertise investing time in data compilation, entering and organizing. Automated validations, Robotic Process Automation (RPA) and zero-touch global payroll are clearly needed. Faster, Better, Easier. Payroll professionals are looking to move away from time-consuming manual entry and towards a faster, better and easier way to deliver and manage global payroll. Introducing automated processes to replace manual inputs and data entry inputs will go a long way to making this happen. Automation can significantly reduce the likelihood of human error, as machine learning processes take over to calculate and process manual or recurring tasks. Automation also introduces speed and efficiency to the process as intelligent machine learning can process these manual tasks much quicker than a person. Comparing data points and checking entries can take an employee several hours or even days, automation technology can process high volume data in seconds via bulk file uploads while running analysis at the same time.

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2. What Is Automation?

Automation is the process of using machine learning software or robotic processes to automatically enter and validate data or apply automation to any repeat process workflows. This removes the individual manual input from these tasks and greatly speeds up the processing time. Software, usually part of a wider set of technology platform features, is needed to make this happen. The most common software is usually some form of Robotic Process Automation (RPA). Robotic Process Automation is a technology that configures computer software to copy the actions of a person performing a digital task manually to execute a process. This software or ‘robot’ then becomes capable of entering and validating tasks as well as analyzing or interpreting data feeds. The software can also trigger system responses and alert other systems to perform tasks.

In the case of global payroll, the software could be configured to perform both the data inputs and the data file checking and validation. It could also be configured to highlight unusual activity or variances while handling mass data entry via automation. RPA can move files and folders, copy and paste data, fill in forms and extract data for reporting purposes

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3. How Automation Improves Global Payroll

With RPA in place, automating all data entry, validation and repeat workflow processes creates a ‘zero -touch workflow’ where more time is freed up within the monthly payroll cycle for payroll professionals to focus on report analysis and identification of key trends or anomalies. Other key benefits include: With RPA, errors can be spotted immediately by the automated software and flagged for correction. Variances will be highlighted in real-time which can be modified or approved by professionals. Human errors arising from mistyped data entries are removed from the process. Automated validations reduce errors and exception investigation requirement, especially post payroll as they are caught earlier before payroll is authorised, payments are paid or General Ledger reports are produced. Accuracy With RPA software, you can build in diverse or one-off pay run elements like bonuses or healthcare deductions into the system so pay-runs automatically include them periodically. The system is then intelligent enough to include them in any variance analysis reports, again reducing the need for manual confirmations. Efficiency Automation immediately de-risks a process by removing the likelihood of human error and reducing any reliance on error prone material like excel spreadsheets. Information protection is increased with less human touchpoints. This subsequently improves compliance as anything that improves accuracy while reducing the risk of error strengthens the ability to meet compliance obligations. Compliance

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Automation can help with the entry, validation and comparison of global payroll data across multiple countries, creating a more streamlined and cohesive experience for global payroll professionals who benefit from the knowledge that workflow processes are automated in multiple locations. This helps manage expectation around processing times for payroll delivery. Streamlined processes Errors need to be fixed or investigated and this takes time and costs money. Automated processes reduce errors and the need for investigations. They can also significantly reduce entry and processing costs. Automated production of multi-currency and multi-country General Ledger and Bank File reporting saves considerable finance time and direct fees to local payroll providers. Time and expense

A common complaint among global payroll professionals managing multi country payroll is the lack of time to get everything done. Anything that gives them back their time adds value to the process and improves the delivery. Human error needs to be investigated and resolved, this only adds pressure to the process of global payroll and imposes limits on time needed for other things. The real value of robotic process automation and zero touch payroll is that it serves to create more time inside the payroll cycle. This valuable time can be used by professionals to take a closer look at specific data, approve things quicker and perform the kind of detailed analysis that makes global payroll more accurate and controlled.

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4. Introducing Automation

Introducing automation is really about achieving long-term efficiency and consistency with global payroll operations. It can be useful to treat it like a project as part of a journey towards digital transformation and you can view it as building crucial internal capabilities that help you win the battle against global payroll high volume data and complexity. It is best to partner with a payroll technology company who have proven, in depth experience with global payroll and digital platform technology. It is also advisable to have stakeholder buy-in from the start as automation is something that needs to sync with an organization's overall strategic direction.

Start by building a business case and prove to all stakeholders the merits, benefits and business value that automation will bring to the global payroll delivery process. Reach out to a payroll technology partner for validation points around RPA and use case scenarios that prove how the successful implementation of automation has had a major positive impact on global payroll. Create a picture of what implementation, testing and deployment might look like- include information around potential productivity and ROI gains along with some detailed cost analysis. Once approved, you begin working with the technology partner on a framework document, review the suitability of your current payroll technology architecture and look to move quickly to testing a pilot program. Evaluate the pilot performance with as much statistical data as you can and loop-in key stakeholders for feedback and analysis. After this, you can look to accelerate activity and work towards a go- live date while focusing on training and upskilling global payroll professionals to operate with this new automation technology. Once live, you can then focus on establishing a set of best practice principles around the automation processes.

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Payslip

Payslip delivers a scale- up advantage for today’s global business leaders, harmonizing global payroll operations to fuel growth efficiency. We operate a cloud-based platform which identifies where automated workflows can be introduced to replace manual data inputs and save time.

Take a Free Trial

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5. Payslip and Automation

Payslip’s zero-touch approach is achieved via structured and automated data flows across our global payroll control platform, the client’s HCM or HR system as well as any in-country provider (ICP) data feeds. The goal is always to eliminate repeatable manual data handling and automate any recurring and predictable data flows. Our team works with your internal team to agree and formalize a roadmap that will introduce the process of automation via a phased implementation of your multi-country payrolls. We look to bring in end-to-end fully automated workflows where possible which automate the preparation, sending, reviewing and approval of GTN pay-run calculations. Payroll, HCM inputs and payroll partner calculations are automated as bulk data uploads allowing numerous manual tasks to be replaced. Payslip leverages RPA and AI to automate data flow integration and validation at the pre and post payroll stages. Before payroll, Payslip RPA automatically sends HCM data into our platform to confirm data integrity and trigger client alerts. During payroll, it automates the validation and analysis of in-country GTN reports, reducing manual interventions and identifying risks for the global payroll users. Automated alerts are sent to action owners when deadlines are approaching. In- system approvals can be performed by authorised users.

Step A

Step B

Step C

Step E

Step D

Approve and Send for Calculations • In-system automated Approvals • Automated Audit Trails • Automated alerts internally • Automated secure

Prepare Updates • Automated multiple source payroll inputs collated centrally &

Payslips

Preview Payroll Calculations • Payroll Provider uploads GTN Run1. • Payslip Zero Touch Validations • Automated Data ingestion.

Final Review and Authorization • Final Reports & GTNs absorbed in Payslip Platform. • Automated final validations & authorizations.

• Payslip Integrator receives, splits & validates employee payslip identification and allocation. • Payslips are issued to Employee Self Service.

standardized into GlobalFirst Data Model .

• Automated calendar & work management.

data transfer to payroll provider

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Payslip can help you automate the data collection processes by integrating with your HCM and connecting this data to whatever payroll approval procedures you have in place. The platform also standardizes the data received from any external payroll providers to enable same-format automated validations and comparisons. It is the same for any data going the other way- Payslip standardizes and automates the data flows out to the local provider system so they receive ready to use data without any need for file formatting or re-entering data. In-country payroll providers connect to the Payslip portal to provide direct processing data feeds and the platform automatically ingests and validate provider’s gross-to-net calculations and tax calculations. Payslip’s global payroll control platform can help you move from a manual process to a scalable payroll with common workflow steps, automated actions and standardized data flows across all your payroll countries. This reduces processing times and allows your global payroll professionals to focus their time on priority issues instead of constantly working with data. “On the Payslip platform, automated feeds mean I no longer have to spend hours validating hundreds of bonus and one-time payment inputs. This can now be done in seconds, so I have much more time for review and analysis”

TaynanDe Jesus Nunes, Payroll Analyst

Automation can help you enter and validate global payroll data across multiple countries at the same time, using the same format. The process of introducing automation with Payslip can begin faster than you might think, and our experienced team are here to help you get started. For more information, talk to us today.

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